Minutes of the Board of Regents of Stephen F. Austin State University. 2000, Volume No. 167

Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
April 18,2000
Volume 167
TABLE OF CONTENTS
Page
00-47 Approval of January 25, 2000 and March 8, 2000 Minutes 1
00-48 Election of Board Officers 1
00-49 Selection of Presidential Search Firm 1
00-50 Election of Interim President 1
00-51 Election of General Counsel 1
00-52 Election of Director of Audit Services 1
00-53 Faculty and Staff Appointments for 2000-2001 2
00-54 Changes of Status 2
00-55 Promotions 3
00-56 Tenure .4
00-57 Regents Professorships for 2000-2001 4
00-58 Faculty Development Leaves for 2000-2001 5
00-59 Retirements 5
00-60 Voluntary Modification of Employment 1 6
00-61 Leave of Absence 6
00-62 Faculty Workload Report for Spring 2000 6
00-63 Curriculum .....6
00-64 Criteria for Admission to Teacher Education 6
00-65 Honors Program 6
00-66 Distance Education Courses 7
00-67 Acceptance of General and Graduate Bulletins 7
00-68 Health Clinic Roofing 7
00-69 Science Building Lecture Rooms 7
00-70 Paving Projects 7
00-71 Energy Management System 8
00-72 Austin Building Exterior Cleaning 8
00-73 Campus Housing Upgrades 8
00-74 Adoption of Summer 2000 Budget 8
00-75 Adoption of Fiscal Year 2001 Budget 8
00-76 Purchase of Computer Equipment for HUES GIS Lab 8
00-77 Purchase of Microcomputer Workstations for McGee Computing Laboratory .9
00-78 Course Fees 9
00-79 Registration and Records Fee 9
00-80 Room and Board Rates 9
00-81 Food Services Contract with ARAMARK 9
00-82 Purchase of Cafeteria and Residence Hall Access System 9
00-83 Distance Learning Fee 9
00-84 University Policies and Procedures 10
Appointment of Board Committees and Presidential Search Committee 10
Reports 10
A. Chair, Faculty Senate
B. President, Student Government Association
C. Interim President
Appendix No. 1 - Curriculum Changes 18
Appendix No. 2 - Criteria for Admission to Teacher Education 26
Appendix No. 3-Course Fees 27
Appendix No. 4 - Room and Board Rates 28
Appendix No. 5 - Budget Changes 29
Appendix No. 6 - Policy Revisions 30
New Assessment of Institutional Effectiveness 32
New Texas Academic Skills Program 33
A-7 Advanced Placement 36
A-14 Minimum Length of Courses 37
A-19 Final Examinations 38
A-21 Guest Lecturers 39
A-31 Meeting and Conducting Classes 40
B-5 Campus Facilities for Political Purposes 41
C-27 Purchases from Employees 42
C-44 Procurement Card 43
C-45 Professional & Consultant Services 48
D-3 Animals on University Property 54
D-8.2 Computing Software 55
D-15 Flag Display 56
E-3A Academic Promotion 57
E-8N Classified Pay Plan 61
E-15 Employee Conduct 69
E-28 Insurance & Other Benefits 71
E-35 Outside Employment 77
E-39 Personnel Action Request 78
E-43 Retirement Programs 81
E-56 Ethics 84
F-5 Building Security 88
F-7.5 Computer Hardware & Software Acquisition 89
MINUTES OF THE MEETING
BOARD OF REGENTS
STEPHEN F. AUSTIN STATE UNIVERSITY
NACOGDOCHES, TEXAS
APRIL 18,2000
The meeting was called to order at 9: 00 a.m. by Chair Jimmy Murphy. Board members
present in Room 307: R. A. Brookshire, Penny Butler, Mike Enoch, Pattye Greer, Susan
Roberds, and Mike Wilhite. Absent: Gary Lopez and Lyn Stevens.
Also present in Board Room 307: Roland Smith, Janelle Ashley, Baker Pattillo, Scott
Beasley, Yvette Clark, and others.
00-47
Upon motion of Regent Brookshire, seconded by Regent Greer, with all members voting
aye, it was ordered that the minutes of January 25,2000 and March 8,2000 be approved as
presented.
00-48
Upon motion of Regent Butler, seconded by Regent Brookshire, with all members voting
aye, it was ordered that the Chair be Jimmy Murphy, Vice Chair be Pattye Greer and
Secretary be Penny Butler.
00-49
Upon motion of Regent Brookshire, seconded by Regent Butler, with Regents Brookshire,
Greer, Murphy and Wilhite voting aye and Regents Butler, Enoch, and Roberds voting nay,
it was ordered that the firm of Harold Webb & Associates be hired to assist with selection
of a President.
00-50
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting aye,
it was ordered that Roland Smith continue as Interim President.
00-51
Upon motion of Regent Roberds, seconded by Regent Wilhite, with all members voting aye,
it was ordered that Yvette Clark continue as General Counsel, with a 3% increase in salary.
00-52
Upon motion of Regent Roberds, seconded by Regent Greer, with all members voting aye, it
was ordered that Steve McGee continue as Director of Audit Services, with a 3% increase in
salary.
00-53
Upon motion of Regent Greer, seconded by Regent Butler, with all members voting aye it was
ordered that the following appointments be approved.
1. Biology
Mr. Terry Jones, Assistant Professor, M.A. (Humboldt State University), at a salary
of $36,250 for 100% time for nine months, effective September 1,2000 contingent
upon completion of doctorate by August 31,2000.
2. General Business
Ms. Susan C. Jennings, Assistant Professor, M.Ed. (Southern Arkansas), at a salary
of $45,000 for 100% time for nine months, effective September 1,2000 contingent
upon completion of doctorate by August 31,2000.
3. Economics and Finance
Dr. Samuel K. Jones, Assistant Professor, Ph.D. (University of Mississippi), at a
salary of $64,500 for 100% time for nine months, effective September 1,2000.
4. Human Services
Dr. Suzanne Calvert, Visiting Professor, Ph.D. (Wichita State University), at a
salary of $25,000 for four and one-half months effective January 1,2000.
5. Mathematics and Statistics
Ms. Sarah T. Stovall, Assistant Professor, M.A. (University of Texas), at a salary of
$38,000 for nine months, effective September 1,2000 contingent upon completion of
doctorate by August 31, 2000.
00-54
Upon motion of Regent Greer, seconded by Regent Mike Enoch with all members voting
aye, it was ordered that that the following changes of status be approved.
1. Biology
Dr. Robert S. Stewart from Assistant Professor of Biology at a salary of $47,076
for 100% time for nine months to Director of Pre-Professional Programs for'100%
time for three months (June through August) at a salary of $15,692 effective June 1,
2aj\H).
2. Elementary Education
Dr. Elvia Rodriguez from 50% Professor/50% Director of ExCET Services for
twelve months to 50% Professor/50% Coordinator of Bilingual/ESL effective
March 23,2000 to August 31,2000.
3. Forestry
Dr. Michael S. Fountain from Professor of Forestry at a salary of $50,714 for
100% time for nine months to Professor and Assistant Dean at a salary of $52,214
for nine months effective January 1, 2000.
Dr. Michael H. Legg from Professor and Assistant Dean of Forestry at a salary of
$56,289 for 100% time for nine months to Minton Professor of Forestry at a salary
of $63,789 for nine months effective January 1, 2000.
4. Liberal Arts
Dr. Robert F. Szafran from Professor and Chair of Sociology at a salary of $77,736
for twelve months to Interim Dean of Liberal Arts at a salary of $86,735 for twelve
months effective September 1, 2000.
5. Psychology
Dr. Gary Ford from Associate Professor of Psychology at a salary of $46,991 for
nine months to Associate Professor and Chair at a salary of $70,115 for eleven
months effective September 1,2000.
6. University Advancement
Dr. Scott Beasley from Dean, College of Forestry at a salary of $101,112 for 12 months to
Dean, College of Forestry and Interim Vice President for University Advancement at a
salary of $113,112 for 12 months, effective April 1, 2000.
7. University Affairs
Mr. Charles Lopez from Student Employment Officer at a salary of $21,182 to
Director of Disability Services at salary of $48,000 for twelve months, effective
February 1,2000.
Ms. Nancy Jeffcoat from Secretary at a salary of $17,751 to Coordinator of
Orientation at salary of $27,365 for twelve months, effective February 15, 2000.
00-55
Upon motion of Regent Brookshire, seconded by Regent Greer, with all members voting
aye, it was ordered that the following individuals be granted promotion to the academic rank
indicated, effective fall semester, 2000.
To Assistant Professor:
Mr. Alan Sowards* Elementary Education
Mr. Randy McDonald* Secondary Education
Ms. Patty Ellison* Nursing
* Contingent upon completion of doctorate by August 31, 2000.
To Associate Professor:
Dr. Gary Mayer Communications
Dr. Jan Serrano Economics/Finance
Dr. Patricia Nason Elementary Education
Dr. David Lewis Ait
Dr. Sylvia Mylan English
Dr. RJ. Wiggers Biology
Dr. Josephine Taylor Biology
Dr. James VanKley Biology
Dr. Michelle Harris Chemistry
To Professor:
Dr. Tim Cherry Agriculture
Dr. Rebecca Greer Human Services
Dr. John Goodall Music
Dr. Charles Gavin Music
Dr. Linda White English
Dr. Dale Hearell English
To Professor Emeritus
Dr. Dan Beaty . Music
Dr. James Dickson Political Science
Dr. Jose Rodriguez Secondary Education
Dr. Wayne Wilson Psychology
00-56
Upon motion of Regent Greer, seconded by Regent Brookshire, with all members voting
aye, it was ordered that academic tenure be awarded to the following individuals, effective
September 1, 2000.
Dr. John Boyd Criminal Justice
Dr. Jan Serrano Economics/Finance
Dr. Patricia Nason Elementary Education
Dr. Kenneth Farrish Forestry
Dr. Michelle Harris Chemistry
00-57
Upon motion of Regent Wilhite, seconded by Regent Greer, with all members voting aye, it
was ordered that the following be awarded Regents Professorships for the academic year
2000-2001.
Dr. Leonard A. Cheever English and Philosophy
Dr. Norman L. Markworth Physics and Astronomy
00-58
Upon motion of Regent Butler, seconded by Regent Greer, with all members voting aye, it
was ordered that the faculty members listed below be awarded Faculty Development Leaves
for the semester(s) indicated.
Fall. 2000:
Dr. Marsha Bay less General Business
Dr. Jill Carrington Art
Dr. Tom Segady Sociology
Spring. 2001:
Dr. Vinay Kothari Management/Marketing/International Business
Dr. Jarrell C. Grout Computer Science
Dr. Elizabeth Rhodes Kinesiology/Health Sciences
Dr. Mingteh Chang Forestry
Dr. Heinz Gaylord Psychology
Dr. John W. Dahmus History
Dr. Gregory K. Miller Mathematics/Statistics
Dr. James VanKley Biology
Fall 2000 and Spring. 2001:)
Dr. Bill Weber Human Services
Dr. Sandra McCune Elementary Education (50% leave per term)
00-59
Upon motion of Regent Butler, seconded by Regent Greer, with all members voting aye, it
was ordered that the following retirements be accepted.
1. Biology
Dr. Walter V. Robertson, Professor, effective August 31, 1999
Dr. Harry S. McDonald, Professor, effective December 31, 1999
Dr. Wayne G. Slagle, Professor, effective May 31, 2000
2. Elementary Education
Dr. Elvia Rodriguez, Professor & Coordinator Bilingual/ESL, August 31, 2000
3. English/Philosophy
Dr. James E. Magruder, Associate Professor, May 31, 2000
4. Forestry
Dr. David Lenhart, Professor, August 31, 1999
5. Mathematics/Statistics
Dr. Calvin P. Barton, Professor, May 31, 2000
6. Political Science/Geography
Dr. James G. Dickson, Professor, May 31, 2000
00-60
Upon motion of Regent Greer, seconded by Regent Butler, with all members voting aye, it
was ordered that the following requests for retirement and subsequent modification of
employment be approved:
Dr. James R. Snyder, Art, effective fall 2000
Dr. Fred Rainwater, Biology, effective fall 2000
Dr. Orlynn R. Evans, Computer Science, effective fall 2000
00-61
Upon motion of Regent Butler, seconded by Regent Enoch, with all members voting aye, it
was ordered that approval be granted for Dr. Payette's request for an unpaid leave of
absence from September 2000 through May 2001.
00-62
Upon motion of Regent Butler, seconded by Regent Greer, with all members voting aye, it
was ordered that the faculty workload report for Spring 2000 be approved.
00-63
Upon motion of Regent Butler, seconded by Regent Greer, with all members voting aye, it
was ordered that the Board of Regents approve the undergraduate and graduate curriculum
changes listed in Appendix No. 1.
00-64
Upon motion of Regent Butler, seconded by Regent Greer, with all members voting aye, it
was ordered that the changes in the Criteria for Admission to Teacher Education as
presented in Appendix No. 2 be approved, effective Fall, 2000.
00-65
Upon motion of Regent Wilhite, seconded by Regent Greer, with all members voting aye, it
was ordered that the Honors Program be re-designated the Honors School and the Honors
Program Director be the Associate Dean of the College of Liberal Arts.
00-66
Upon motion of Regent Wilhite, seconded by Regent Brookshire, with all members voting
aye, it was ordered that approval be granted to offer the following courses in the Fall 2000
semester.
Internet Based:
MUS 140.501 MA: Introduction to Art Music
ENG 131.501 Composition: Critical and Analytical
Interactive Video from SFA to Longview University Center - UT Tyler
CJS 450.720 Medicolegal Investigations (Forensics)
COM 270.701 Non Verbal Communication
Interactive Video from SFA to Panola College
CJS 450.721 Medicolegal Investigations (Forensics)
Interactive Video from SFA to Martinsville ISP
HIS 133.714 US History 1000-1877
Interactive Video from SFA to Texas A&M Kingsville
SWK 501.701 Introduction to Social Work Profession
SWK 504.701 Introduction to Rurality
00-67
Upon motion of Regent Brookshire, seconded by Regent Roberds, with all members voting
aye, it was ordered that the General Bulletins (undergraduate and graduate) be accepted:
00-68
Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye, it
was ordered that the Physical Plant be authorized to develop specifications and obtain bids
for replacement of the roof of the Health Clinic and that the President be authorized to sign
the contracts, at a price not to exceed $71,500.
00-69
Upon motion of Regent Wilhite, seconded by Regent Brookshire, with all members voting
aye, it was ordered that the initial construction approval for the Science Building of
$7,100,000 be amended to include Alternates 4 and 5, bringing total project cost to
$7,395,400 and that the President be authorized to sign the contract.
00-70
Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye, it
was ordered that the Physical Plant be authorized to proceed with the repair and re-paving
work of on-campus streets and parking lots, including East College Street from Forestry to
the bridge at Lanana Creek and repair and overlay of the commuter lot on Univeristy Drive,
plus seal coating Lot 43A (behind Steel Hall) and Lot 8F (Education), and that the President
be authorized to sign the necessary contracts and purchase orders, at a cost not to exceed
$69,500 for the street work and $71,912 for the parking lot work.
00-71
Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye, it
was ordered that the Physical Plant be authorized to purchase and install the needed
hardware to upgrade the energy management system as well as the current level software,
and that the President be authorized to sign the necessary purchase orders and contracts.
The cost for the material, which is on State Contract, will not exceed $300,000. Source of
funds: $200,000 current allocated HEAF and $100,000 future HEAF funds.
00-72
Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye, it
was ordered that the university be authorized to obtain bids for the cleaning and
waterproofing of the Austin Building and that the President be authorized to sign the
contract. Source of funds is current HEAF allocation for building cleaning, and the total
price will not exceed $ 170,000.
00-73
Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye, it was
ordered that approval be given for two additional phases of the campus housing upgrade project,
and that the President be authorized to sign the contracts:
1. Networking electronics for Steen Hall for $88,562 from Resellers Corp.
2. Addition of 58 parking spaces on the corner of Baker and Carolyn Streets for $66,743 with J. E.
Kingham Construction Company as contractor, with an authorized construction contingency of
$5,000.
00-74
Upon motion of Regent Roberds, seconded by Regent Enoch, with all members voting aye,
it was ordered that faculty and staff salaries and benefits included in the annual budget be
increased by $121,256 to provide funding for the education and general portion of the 2000
summer budget, and that the total summer budget of $3,566,128 be approved as presented.
00-75
Upon motion of Regent Roberds, seconded by Regent Brookshire, with all members voting
aye, it was ordered that the operating budget for the 2000-01 fiscal year in the amount of
$117,646,984 be approved as presented, which includes a $2 per semester credit hour
increase in S.B. 1907 Designated Tuition, a 3% increase in Room and Board, and a 3%
merit pool for employees.
00-76
Upon motion of Regent Roberds, seconded by Regent Wilhite, with all members voting aye,
it was ordered that the Board of Regents approve the purchase of equipment for the HUES
GIS Laboratory listed below in an amount not to exceed $100,000 with funds provided
through a contract with the City of Nacogdoches.
00-77
Upon motion of Regent Roberds, seconded by Regent Enoch, with all members voting aye,
it was ordered that the purchase of 28 to 32 microcomputer workstations and 30 to 34
network computers be approved, at a cost not to exceed $130,000 and that the President be
authorized to sign purchase orders and contracts. The source of funds is:
$ 84,000 HEAF 174018
46.000 Instructional Capital 176302
$130,000 TOTAL
00-78
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting aye,
it was ordered that the Board of Regents adopt the proposed modifications in the Schedule
of Course Fees in excess of $6.00 as shown in Appendix No. 3, effective beginning with
registrations for Fall, 2000.
00-79
Upon motion of Regent Roberds, seconded by Regent Greer, with all members voting aye, it
was ordered that the Registration Fee be increased from $5 to $8, and that up to 12 free
transcripts be provided per year at no charge to students, and that the fee be renamed
Registration and Records Fee.
00-80
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting aye,
it was ordered that a 3% increase in room and board rates for FY 2000-2001 be approved, in
accordance with the schedule presented in Appendix No. 4.
00-81
Upon motion of Regent Roberds, seconded by Regent Enoch, with all members voting aye,
it was ordered that ARAMARK receive a 3% increase for the 2000-2001 school year, and
the President be authorized to sign the contract.
00-82
Upon motion of Regent Roberds, seconded by Regent Greer, with all members voting aye, it
was ordered that the Diebold cafeteria and residence hall access system be purchased at a
price not to exceed $ 180,000.
00-83
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting aye,
it was ordered that the distance learning fee of $35 per semester credit hour to be modified
to "up to $35 per semester credit hour" and fee for Fall, 2000 be set at $15 per semester
credit hour.
00-84
Upon motion of Regent Roberds, seconded by Regent Wilhite, with all members voting aye,
it was ordered that the Board of Regents adopt the policy revisions as presented.
Appointment of Board Committees and Presidential Search Committee
Boafd Chair Jimmy Murphy appointed the following committees:
BOR Executive Committee: Chair Jimmy Murphy, Vice Chair Pattye Greer, Secretary
Penny Butler
BOR Finance Committee: Chair Susan Roberds, R. A. Brookshire, Gary Lopez
BOR Academic & Student Affairs Committee: Chair Mike Enoch, Penny Butter, Mike
Wilhite
BOR Building & Grounds Committee: Chair Mike Wilhite, Pattye Greer, Lyn Stevens
Presidential Search Committee: Chair, Mike Wilhite, Pattye Greer, Jill Dumesnil, Teny
Box, Donnya Stephens, Jackie Cannon, Ron Collins, Roy Blake, Tyann Akins, Student
Body President, Special Liaison Dr. Roland Smith
REPORTS
A. Faculty Senate Chair
1. Departing comments as outgoing Faculty Senate Chair
2. Update on Faculty Senate actions
3. Response to items listed on Board agenda
4. University issues of concern to faculty:
a. faculty listserve
b. faculty salaries and other faculty recruitment difficulties
c. administrator evaluations
d. academic reputation
e. graduate student stipends
f. system issues
g. presidential search
B. Student Government Association President
1. Departing comments as outgoing Student Government President
2. Library hours
3. Lighting on campus
4. Parking
C. Interim President
1. Pulmonary Health Grant
2. Graduation
3. SACS Update
Meeting was adjourned at 10:32 a.m.
10
UNDERGRADUATE COURSE PROPOSALS
A. Additions
Department and Number le and Credit
Communication - COM 102
Communication - COM 381
Intro, to Human Communication (3)
Public Relations Writing (3)
Communication - COM 412 Interpersonal Crisis Com. (3)
Communication - COM 435
Communication - COM 460
Intercultural Communication (3)
Social Work - SWK 455
Issues Mangmt. and Crisis Resp. (3)
Research Practicum (3)
Business - BLW 330
Economics - ECO 345
Personal Law (3)
Industry Structure, Market Power, and Antitrust Legislation (3)
Economics - ECO 439 Labor Economics (3)
Economics - ECO 485
Finance - FIN 265
Internship in Economics (3)
Real Estate Principals (3)
Finance - FIN 268 Real Estate Appraisal (3)
Elementary Education - ELE 442
Reading -RDG 310
Student Teaching Seminar (3)
Reading-RDG318
Foundations of Literacy (3)
Early Literacy Development (3)
Reading - RDG 320 Upper Level Literacy Development (3)
Reading - RDG 322
Kinesiology - KIN 277
Development of Written Communication (3)
Kinesiology - KIN 332
Kinesiology - KIN 477
Challenge Course Activity (1)
Health and Kinesiology for Children (3)
Secondary Education - SED 443
Challenge Course Facilitation (3)
Student Teaching Seminar (3)
Art-ART481
Theatre -THR 441
Abstract Expressionism in Postmodern Art (3)
Theatre for Children (3)
Music - MUP 338 Accompanying (1)
Forestry-FOR 151
Forestry - FOR 152
Forestry-FOR219
Introduction to Outdoor Recreation (2)
Introduction to Wildlife Management (2)
Dendrology (3)
Forestry - FOR 224
Forestry - FOR 305
Forestry - FOR 337
Aerial Photo Interpretation of Natural Resources (3)
Wildlife Techniques (3)
Introduction to Fire Management (2)
Forestry - FOR 402 Field Ecology (3)
Forestry-FOR428 Intensive Silviculture (3)
Forestry - FOR 466 Urban Wildlife Management (3)
Latin American Studies - LAS 250 Introduction to Latin American Studies (3)
Latin American Studies - LAS 450
English - ENG 324
Biology-BIO 125
Latin American Studies Seminar (3)
Special Topics in Linguistics (3)
Life/Earth Science for Elementary Education Majors (4)
Biology - BIO 390 Behavioral Ecology (3)
Biology - BIO <4 45
Chemistry - CHE 125
Developmental Biology (3)
Math - MTH 306
Introductory Physical Science (4)
Concepts and Applications (3)
Math - STA 327
Geology - GOL 125
Experimental Design and Analysis (3)
Life/Earth Science for Elementary Education Majors (4)
Physics - PHY 125 Introductory Physical Science (4)
B. Changes
C. Deletions
GRADUATE COURSE PROPOSALS
SPRING, 2000
New Courses
Course Title
ART 502 Abstract Expressionism to Post...Art
BIO 502 Aquatic Vascular Plants
BIO 502L Aquatic Vascular Plants Lab
CHE 503 Intro to Biotechnology
CJS 510 Agency Risk Assessment
CJS 550 Issues in Public Safety Admin.
COM 535 Intercultural Communication
COM 560 Issues Mgt. and Crisis Response
ELE 520 Survey of Teaching
ELE 542 PBIC Field Internship
ELE 572 Te. Reading & Other to Ling...Learners
ELE 573 Te. Math, Science...Bilingual Classroom
ELE 584 Research and Analysis of Teaching
ENG 525 Linguistic Analysis
ENG 526 Psycholinguistics: Lang. Acquisition
ENV 571 Sp. Topics in ENV
EPS 580 Educational Psychology
FOR 502 Adv. Field Ecology
FOR 511 Conservation of Natural Resources
FOR 527 Adv. Intensive Silviculture
FOR 550 Adv. Wildlife Habitat Management
FOR 557 Ecological Field Methods
FOR 566 Advanced Urban Wildlife Management
KIN 530 Seminar in Athletic Training
KIN 531 Advanced Therapeutic Modalities
Major
Art - Studio
Biology
Biology
Biotechnology
Public Admin.
Public Admin.
Communication
Communication
Cert, or ELE
Initial Certification
ELE
ELE
ENG & ESL endorse.
ENG & ESL endorse.
ENVS
Teacher Cert.
Forestry
Forestry
Forestry
Forestry
Forestry
Forestry
Kinesiology
Kinesiology
Notes
Adds new field of study to curriculum
New course on wetland plants
Zero credit hours - Visits to wetland areas
For science teachers and medical personnel
Analyzing legal liabilities for public agencies
May be repeated once with different issues
Cross-listed with COM 435
Cross-listed with COM 460
For students with no previous education courses
Practicum for grad. students seeking initial teacher
certification. May be repeated.
Reinstatement of course in bilingual education
Reinstatement of course in bilingual education
Reinstatement of course on research in teaching
Formerly taught under special topics course
Formerly taught under special topics course
To offer flexibility in topics - may be repeated
Adds instruction in EdPsych at the graduate level
Adds content in synecology & field ecology
Expands course offerings in conservation
Expands course offerings in silviculture
Provides advanced study in this area
Supplements content presented in FOR 550
Adds content in urban mgt. of wildlife populations.
Adds study in athletic training to the curriculum
Adds study in athletic training to the curriculum
KIN 532 Eval. of Lower Extremity Injuries
KIN 533 Eval. of Upper Extremity Injuries
KIN 534 Org/Adm of Athletic Training
PHY 534 Solid State Physics
RDG 505 Skills for Reading, Advanced
SED 591 Prac. Inquiry & Action Research I
SED 592 Prac. Inquiry & Action Research II
SPE519 Low Vision
SPE 539 Intro to Behavior Analysis
SPH 513 Audiology Practicum
SPH 514 Comm. Disorders in Multi-Cult. Pop.
SWK 549 Adv. Field Instruction I
SWK 559 Adv. Field Instruction II
Kinesiology
Kinesiology
Kinesiology
Physics
Cert, or ELE
Sec. Education
Sec. Education
Special Education
Special Education
Speech Pathology
Speech Pathology
Social Work
Social Work
Adds study in athletic training to the curriculum
Adds study in athletic training to the curriculum
Adds study in athletic training to the curriculum
Formerly taught under "topics"
Reinstatement of advanced course in Reading
Adds a research course for non-thesis students
Adds a 2nd research course for non-thesis students
Provides content in Visual Impairment for Sp. Ed.
Adds content in beh. analysis for special ed. teachers
Practical experience in audiology
Adds new content at the graduate level
Practicum for part-time students
Continuation of SWK 549
Course Changes
Course Title
ART 580 Modern Art
ART 582 Studies in Hist, of Photography...
BIO 504 Animal Ecology
CSC 421 Applied Operations Research
CSC 431 System Simulation & Model Bldg.
FIN 510 International Finance
FIN 554 Inv. Analysis & Portfolio Mgt.
KIN 511 Org/Adm of Health, PhyEd, Rec, & Dan.
MGT 571 Operations Management
MGT 580 Quantitative Mgt. Applications
MGT 581 Info. Systems in Organizations
SWK 500 Soc. Work Research Methods
SWK 501 Intro to the Social Work Profession
SWK 502 Human Beh & the Social Environment
SWK 505 Generalist Practice I
SWK 510 Advanced Research Methods
ajor
Art - Studio
Art - Studio
Biology
Computer Science
Computer Science
MBA,MPA
MBA,MPA
Kinesiology
MBA
MBA
MBA
Social Work
Social Work
Social Work
Social Work
Social Work
Type Notes
Change Change in description & scope
Revision Change in description to modernize course
Revision From lecture/lab course to lecture/seminar
Change Change in prerequisites
Change Change in prerequisites
Revision Change in title, description, and prerequisites
Change Change in prerequisites
Change Change in title reflects broader scope
Change Change in prerequisites
Change Change in prerequisites
Change Change in prerequisites
Revision* Change in title, description, & credit hours
Change* Change from 2 to 3 credit hours
Change* Change in course description
Revision* Change in title, description, & credit hours
Revision* Change in title, description, & prerequisites
Content added to SWK 519
Change in course description, credit hours,
and prerequisites
Change in course title, description, and
prerequisites
Change in course title, description, credit
hours, and prerequisites
Change in description, credit hours,
requirements and prerequisites
Seminar moved to SWK 529
Change in title and course description
Change in description, credit hours &
requirements - adds seminar
Seminar moved to SWK 539
Change in course description, requirements,
credit hours, and prerequisites
* For further explanation, please see Dr. Michael Daley's memo regarding the proposed changes in the curriculum of the Master of Social Work
program.
00
Appendix No. 2
Stephen F. Austin State University
Criteria for Admission to Teacher Education
Effective Fall, 2000
1. A degree plan with approximately 66 semester hours completed including at least 12 at SFASU.
These hours must include:
6 hours Freshman English with at least a C in each class
3 hours from Communication 111 or BCM 247 with at least a C*
*»4 hours science
3 hours history
3 hours political science
3 hours college level mathematics withat least a C * *
All of the above courses must be compatible with the individual's degree plan.
2. A grade of C or better in Educational Psychology 380.
3. A GPA of 2.5 in courses on the degree plan, and taken at SFA., in each teaching field and overall.
This GPA must be maintained throughout the program.
4. Demonstrated skills in reading with:
a. an SAT score of 1070 or an ACT score of 23 or
b. a TASP reading score of 260.
5. Demonstrated skills in written communication with:
a. an SAT score of 1070 or an ACT score of 23 or
b. a TASP writing score of 220.
6. Demonstrated skills in mathematics with:
a. an SAT score of 1070 or an ACT score of 23 or
b. a TASP mathematics score of 230.
7. The signature of one faculty member from the appropriate teaching field.
8 . Any individual admitted to teacher education who wishes to substitute experience and/or professional
training directly related to the certificate being sought for part of the preparation requirements may
apply to the Dean for a committee review. The Dean will appoint a committee composed of professors
from the teaching field and professional development to interview the person, review the person's
resume, and make a decision.
9. Students must furnish proof of a criminal background check dated within six months of the date on the
Application for Admission to Teacher Education.***
These rules are subject to change by action of the State Board for Educator Certification or by the SFASU Teacher Education
Council.
* Satisfies the requirement for proficiency in oral communication.
** Satisfies the requirement for critical thinking skills.
*** Convicted felons are not eligible for admission to Teacher Education.
19
Appendix No. 3
Modifications to Schedule of Course Fees
College of Applied Arts and Sciences
20
Stephen F. Austin State University
Room and Board Rates for 2000-2001
Appendix No. 4
Residence Hall
Fall and Spring Semester
w/7 Day w/7 Day
14 Meals 20 Meals
Summer 1 or II
w/7 Day w/7 Day
14 Meals 20 Meals
1
2
3*
5
7
9
10
11
12
13
14
15
16
17
18
20
Units 1
Units 11
Units 111
Wisley Hall
Todd Hall
North Hall
Hall 10
Mays Hall
South Hall
Wilson Hall
Hall 14
Griffith Hall
Hall 16
Steen Hall
Kerr Hall
Hall 20
Rates above include sales tax for Board
Apartments
Starr Apartments
Raguet Apartments
Garner Apartments
Clark Apartments
University Woods
* Includes Utilities, Cable Television and Telephone.
** Includes Utilities, Cable Television, Telephone, and Laundry Facilities.
Includes Cable Television and Telephone.
For Accounting Purposes Only:
21
Appendix No. 5
STEPHEN F. AUSTIN STATE UNIVERSITY
SCHEDULE OF BUDGET INCREASES
January 1, 2000 through March 31, 2000
ACTIVITY RECIPIENT TRANSFER SOURCE
22
Appendix No. 6
Policies for Board Review
April 18,2000
23
Appendix No. 6
Policies for Board Review
April 18,2000
24
Assessment of Institutional Effectiveness New
Original Implementation: Unpublished
Last Revision: April 18, 2000
It is the policy of Stephen F. Austin State University to engage in systematic, broad-based,
interrelated, and appropriate planning for and evaluation of its educational activities and of its
administrative and educational support services. Annually, each unit of the institution will
submit two institutional effectiveness documents:
1. A plan for the year to come specifying.the unit's goals and objectives for that year, and
describing how achievement of objectives is to be measured or assessed. The goals of the
unit must be consistent with the University's mission and with the unit's own mission.
2. A report covering the preceding year specifying the results of assessment of the unit's
stated objectives for that year and detailing what changes and improvements have resulted
from that assessment activity.
The format of these documents may be specified by the Vice President for Academic Affairs.
Source of Authority: President
Cross Reference: None
Contact for Revision: President
Forms: None
25
Texas Academic Skills Program New
Original Implementation: April 18,2000
Last Revision: None
The SFASU Texas Academic Skills Program policy elaborates the requirements established
by the Texas Higher Education Coordinating Board. Ambiguities or omissions in the
following policy are to be resolved in accordance with Coordinating Board regulations as set
out in the current issue of the Board's publication, TASP Policy Manual. The purposes of
this policy are,
• To provide for quality and accountability of the developmental education program, and;
• To promote improvement in, and the effective delivery of, the developmental education
program.
TASP is a program mandated by State law that requires skills testing of most students before
they enter a Texas institution of higher education, and that prescribes developmental
education for all students whose test scores indicate they lack reading, writing, and/or
mathematical skills needed to succeed in college courses.
Exemption from Testing
Students are exempt from TASP testing if, and only if, they meet one of the following
criteria:
1. Student earned at least three semester hours of college credit before September 1, 1989.
2. Student is legally deaf or legally blind and earned at least three semester hours of college
credit before September 1, 1995.
3. Student earned scores as specified in the TASP Policy Manual on the exit-level Texas
Assessment of Academic Skills test (TAAS), the ACT test or the Scholastic Assessment
Test (SAT). Such scores must have been earned within the time span specified in the
TASP Policy Manual.
4. Student is 55 years of age or older and is not seeking a degree.
5. Student is enrolled temporarily at SFASU, is not seeking a degree from SFASU, and is
also enrolled in a private or out-of-state institution of higher education or has graduated
from an institution of higher education.
6. Student is participating in the National Student Exchange Program from another state and
is not seeking a degree from a Texas institution of higher education.
7. Student is a citizen of a country other than the United States of America and is not
seeking a degree from SFASU.
8. Student transfers sixty or more college-level credit hours from a private or out-of-state
institution to SFASU and earned the grade of "B" or better on designated courses in
reading, writing, and mathematics.
9. Student possesses a baccalaureate degree from an accredited institution of higher
education.
Testing Requirements
With only the exceptions noted below, all non-exempt students must have TASP Test scores
or their equivalent on file at SFASU before registering for classes at SFASU. Only initial
testing may be accomplished with alternative tests; all subsequent testing must employ the
TASP test. Approved alternative tests and minimum passing scores and conditions are
specified in the TASP Policy Manual.
Exceptions:
No non-exempt student may register for classes more than once without appropriate TASP
testing. Non-exempt students may initially register for classes without TASP or equivalent
scores under only the following circumstances:
26
1. Student suffered documented illness or injury or other bona fide emergency that
prevented testing.
2. Student possesses documented disability for which reasonable and appropriate
accommodations could not be provided in a timely manner.
3. Student is legally deaf and has not yet taken the approved alternative - the Stanford
Achievement Test. (Such students must take the Stanford Achievement Test at the first
available opportunity.)
4. Student, through no personal fault, has still not been tested after all reasonable
institutional testing opportunities have passed.
5. Upon recommendation of student's academic dean it is concluded that student's best
interests will be served by delaying testing until the next available testing date.
Developmental Education Program and Advising
Non-exempt students who do not pass one or more parts of the TASP Test or equivalent test
must engage in appropriate, continuous developmental education in each deficient area
beginning immediately. Students are advised with respect to TASP-mandated developmental
education by a TASP advisor in the Office of the Dean of Liberal Arts. All students with
TASP deficiencies must contact the TASP advisor before registering for classes each
semester. Most students who are required to participate in developmental education will be
referred to appropriate course-based remediation. All academic advising not mandated by
TASP is conducted by advisors in the department of the student's major, or, in the case of
students who have not declared a major, in the Office of the Dean of the College of Liberal
Arts.
Meeting Developmental Requirements
For each part of the TASP test not passed, students must continue in assigned developmental
education until they (a) pass the designated part of the TASP test, and (b) earn a grade of "C"
or better in assigned course-based remediation, or of "P" in tutorial remediation. Only
students who earn a score of 270 or higher on the relevant part of the TASP test are exempt
from the foregoing requirement for a "C" or a "P."
Meeting Developmental Requirements by the "B-Rule" Alternative
Instead of passing the relevant part of the TASP test, students may satisfy TASP
requirements as follows:
1. Make a "C" or better in the relevant, assigned developmental course.
2. Sign a "B-Rule Contract" in the TASP office.
3. Take an appropriate course in the area of TASP deficiency, as specified in the TASP
Policy Manual
4. Do not drop the approved "B-rule" course.
5. Earn a grade of "B" or better in the approved "B-Rule" course.
6. Students who initiate the "B-rule" procedure at SFA must satisfy its requirements with
courses taken at SFA. Students who satisfy another institution's "B-rule" requirements
receive credit at SFA for having done so.
7. Students who attempt to satisfy TASP requirements using the "B-Rule" procedure, but
who fail to earn the required "B" may only be permitted to attempt the "B-Rule"
procedure again with approval of the TASP advisor.
Status of Transfer Students
Students who have satisfied TASP requirements in a particular area at another institution
have satisfied those requirements at SFA. Developmental courses taken at another institution
in an area in which the transfer student has not yet satisfied TASP requirements do not
necessarily satisfy SFA's developmental requirements. All transfer students entering SFA
with outstanding TASP obligations are advised by the TASP Advisor as to their appropriate
developmental program. The transcripts of students transferring from SFA to another
27
institution will indicate the student's TASP status, and will contain a record of the
developmental courses they have completed.
Attendance, Grades, and Academic Standing
Students taking developmental courses because of TASP deficiencies are required to attend
classes. Students who miss more than 300 unexcused minutes, or more than 450 total minutes
of a required developmental class will receive an "F" in that class. Earning an "F" in a required
developmental course results in academic probation. Earning another "F" in the following
semester in a required developmental course results in academic suspension. Attendance at
required developmental courses is to be monitored by the instructors of those courses and
recorded in the TASP Office.
Limitations on Course Enrollment
Students who have not satisfied all TASP requirements are limited in the courses for which
they are permitted to enroll, as follows:
1. Students who have not satisfied TASP Writing requirements may not take college-level
English courses.
2. Students who have not satisfied TASP Mathematics requirements may not take college-level
mathematics courses. Students who have earned a score of less than 270 on the
TASP mathematics test, and who have failed to achieve a satisfactory score on an
alternative test specified by the Department of Mathematics, must earn a grade of "C" or
better in Mathematics 099 before being permitted to take college-level mathematics
courses.
3. Students who have not fully satisfied their TASP requirements, and whose total semester
hours earned plus the semester hours currently registered for exceed 59, may not take
courses numbered 300 or higher.
Mechanisms and Standards for Evaluating Developmental Education Effectiveness
Beginning in the 2000-2001 academic year, and every third year thereafter, the TASP
Director will conduct a self-study of the effectiveness of developmental education at SFA.
Self-study procedures recommended by the Texas Higher Education Coordinating Board will
be employed.
Source of Authority: Vice President for Academic Affairs
Cross Reference: Texas Higher Education Coordinating Board TASP Policy Manual
Contact for Revision: Vice President for Academic Affairs
Forms: None
28
Advanced Placement Index A-7
Original Implementation: September 4,1979 Page 1 of 1
Last Revision: April 21,1998
Stephen F. Austin State University offers several options for students to earn
college credit through various placement programs and national examinations.
Students can receive college credit through the College Level Examination
Program (CLEP), Advanced Placement Program (AP) of the College Board,
International Baccalaureate Program and SFA departmental examinations.
The responsibility of initiating a departmental advanced placement program
(system that allows students to by-pass certain courses) or internally
administered examinations rests with the individual department. A request to
offer a departmental advanced placement program must be submitted by the
department chair through the dean of the college to the Academic Affairs
Council for review and approval. Departments shall annually review and |
update their programs as part of the university's general bulletin revision
process.
Criteria governing the Advanced Placement Program of the College Board, and
the College Level Examination Program and the International Baccalaureate
shall be reviewed by the academic departments with recommendations for
course credit submitted through the dean of the college to the Academic Affairs
Council for review and approval. The review of the criteria will be initiated by
the Office of Admissions on a periodic basis dependent upon the receipt of test
and resource material from the College Board.
The university's general bulletin shall communicate the current regulations
governing the Credit by Examination and Advanced Placement Program.
Source of Authority: Vice President for Academic Affairs
Cross Reference: General Bulletin, Student Handbook and Activities Calendar
Contact for Revision: Vice President for Academic Affairs
Forms: None
29
Minimum Length of Courses A-14
Original Implementation: February 4, 1986
Last Revision: January 20, 1998 April 18, 2000
Stephen F. Austin State University requires that each course (except individual instruction)
that it offers for degree credit shall conform, in format, to the Rules and Regulations of the
Texas Higher Education Coordinating Board.
Permission to offer a course in a shortened format must be given by the appropriate academic
dean and the Vice President for Academic Affairs, who shall determine that the format and
content make it appropriate for shortened duration, and that the quality of the course is equal
to or better than a course offered under a regular format. A student enrolled in such a course
must meet the regular admissions requirements of the University.
Source of Authority: Texas Higher Education Coordinating Board, President, Vice
President for Academic Affairs
Cross Reference: Policy, Procedures and Format Guidelines, Texas Higher Education
Coordinating Board, 1992
Contact for Revision: Vice President for Academic Affairs
Forms: None
30
Final Examinations A-19
Original Implementation: June 16, 1982
Last Revision: January 20, 1998 April 18,2000
Faculty members conducting classes shall adhere to the official schedule for administering
final examinations published in the Schedule of Classes and distributed to the faculty by the
Vice President for Academic Affairs. Exceptions may be made by the appropriate academic
dean.
Source of Authority: Vice President for Academic Affairs
Cross Reference: Faculty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: None
31
Guest Lecturers A-21
Original Implementation: October 1, 1980
Last Revision: January 20, 1998 April 18, 2000
Occasionally, a faculty member may find it desirable to have a guest lecturer not affiliated
with the University address his/her class. When guest lecturers not affiliated with the
University are utilized in the conduct of a class, it is the obligation of the faculty member to
assure that the principles of academic responsibility are upheld. Except as provided under
policy governing absences from classes by faculty, the faculty member will be present when
a guest lecturer addresses his/her class.
Source of Authority: Vice President for Academic Affairs
Cross Reference: Faculty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: None
32
Meeting and Conducting Classes A-31
Original Implementation: June 16, 1982
Revision: January 20, 1998 April 18, 2000
Faculty members shall meet their assigned classes at the times and places as officially
scheduled. Courses shall be conducted in accordance with the descriptions contained in the
University's General Bulleting and Graduate Bulletin. Exceptions may be made with
appropriate administrative approval.
Source of Authority: Vice President for Academic Affairs
Cross Reference: General Bulletin, Graduate Bulletin, Faulty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: None
33
Campus Facilities for Political Purposes B-5
Original Implementation: April 27, 1970
Last Revision: April-24;-4-998 April 18. 2000
While the use of the facilities of the University for partisan political assemblies and meetings is
not normally encouraged, the faculty and administration, as members of a learned and honorable
profession, may properly exercise their acknowledged individual rights and obligations of
citizenship free of University discipline or censorship.
Individual political candidates and their election organizations are not permitted to reserve a
University facility for campaign activities. However, if a candidate is invited by a University
group, then he/she may appear in the facility, provided that the group extending the invitation is
responsible for reserving the facility and meeting the costs related to the event.
No member of the Board of Regents shall undertake to influence the political opinions of
personnel subject to the Board's jurisdiction, but such personnel are requested to exercise their
individual rights or citizenship or academic freedom in a responsible manner reasonably
calculated not to identify or associate with the University.
A University employee may not use his/her official authority or influence to coerce the political
action of a person or body.
Source of Authority: Board of Regents Rules and Regulations, Texas Government Code §
556,004
Cross Reference: None
Contact for Revision: President
Forms: None
34
Purchases From Employees C-27
Original Implementation: Unpublished
Last Revision: October 11 1997ApriL 24. 2000 |
No purchase of any kind shall be made from any officer or employee of the State of Texas or any
of its agencies unless the price is equal to or less than that which can be obtained from any other
known and ethical source. Possible conflicts of interest are to be avoided whenever possible.
Documentation showing comparative or bid pricing from a minimum of two other sources is
required on any Procurement Card purchase, LPA, Purchase Orders, or voucher submitted for
payment to an employee of the State of Texas or any of its agencies.
Source of Authority: Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Purchasing and Inventory
Forms: None
35
Procurement Card C-44
Original Implementation: July 26, 1999
Last Revision: NefteApriL 2000
Orders for supplies and small items in amounts not exceeding $2000 may be purchased
using a University Procurement Card (ProCard). The terms and conditions of the
MasterCard Procurement Card contract were specified and awarded by the General
Services Commission for the State of Texas. In addition to internal policies and
procedures, Stephen F. Austin will comply with the terms and conditions of the state
contract in the implementation of this program.
Responsibilities
ProCards will be issued in the name of the employee with the State of Texas emblem and
the wording 'Official Use Only1 clearly indicated on the card. The ProCard is to be used
for official University business purposes only and may not be used for ANY personal
transactions. The employee is responsible and accountable for the security and
documentation associated with the use of the SFA Procurement Card. Documentation
shall include maintaining a Transaction Log with copies of all receipts and
documentation of all purchases made with the ProCard. In addition, all returns, credits
and disputed charges must be listed and documented with the Transaction Log.
The Account Manager or his/her designee is responsible for: 1) designating departmental
cardholders; 2) determining spending limits; 3) establishing yearly encumbrance amounts
for each account against which credit card charges will be made; and 4) approving
monthly reconciliations of ProCard cardholder statements and transaction logs to ensure
purchases are within SFA's policies and procedures and departmental budgets. Each
card(s) issued to an employee will indicate the FRS account number to which payments
will be charged and will designate whether the account is 'State' or 'Local'. Charges will
be made to the account associated with each card. Changing accounts after the
expenditure is posted will not be allowed. Account Managers should be sure that all
employees issued a card understand the departmental budget constraints under which
they are to use the card.
The Purchasing Department is responsible for maintaining complete and accurate
information regarding ProCard users and associated credit limits, for establishing and
updating restricted Merchant Category Codes, and for determining compliance with
University policies and procedures through periodic audits and purchase order updates.
Card Use By Another Employee
The only person authorized to use the ProCard is the cardholder whose name appears on
the card. The cardholder may not allow someone.else to use their card unless the
cardholder and account manager have completed a ProCard Use form and it is on file
with the Program Coordinator in the Purchasing Office.
36
Training and Issuing Cards
All account managers will be required to attend training and sign the Cardholder
Application/Approval Form before any cards will be issued to employees within the
department. All employees will be required to attend training and sign a Cardholder
Agreement before being issued a card.
Making A Purchase with the ProCard
Refer to the Procurement Card Program Guide for detailed information related to
making a purchase with the ProCard. 1.Determine if the transaction is an acceptable iisn
of the card
—aJtems available through State Contract may not be purchased with the 'State'
ProCard without first checking minimum order amounts and spot purchase options.
—b.Printing may not be purchased with the 'State' ProCard.
—c.Computing related purchases with the 'State' ProCard must be from a Qualified
Information Systems Vendor (QISV).
—d.Travel related purchases may not be made on any ProCard.
—e.Services may not be purchased on any ProCard.
—f.Capital and controlled equipment may not be purchased on any ProCard.
—g.Purchasos and invoicing may not be split to avoid purchasing procedures.
—h.Refer to the Procurement Card Program Guide for others examples of Acceptable
and Unacceptable Purchases
—1 .Determine if the transaction is within the cardholder's spending limit. A transaction
includes the purchase price, plus freight and installation.
—2.1dentify the vendor. Consider whether the vendor may be classified in a restricted
Merchant Category Code.
—3.Call or fax your order, visit the vendor, or place your order over the internet if you
feel that the site is secure. Confirm pricing including shipping and installation.
—a.If a supplier requests a purchase order number, use a combination of initials and
your account number; for example: BKJ140400
—b.Thc ProCard identifies Stephen F. Austin State University as being a tax exempt
entity of the State of Texas. The Cardholder should contact the Program Coordinator if a
tax exempt letter is needed for a vendor.
—1.Shipping Instruction should include your building and room number. It is preferred
that these shipments do not come through Central Receiving. Request that your name and
the words "ProCard" appear on all packing lists and box labels. This will help ensure that
your shipment gets to you.
—2.Remcmbcr it is the cardholder's responsibility to secure a receipt. The cardholder
may need to request that the receipt be faxed or included with the shipment.
3.A state agency may not pay for goods before their delivery to the agency. The
purchaser must ensure that goods will be received before the statement due date. Vendors
37
should only charge the account when goods aro shipped. Back orders should not be
charged until the goods are shipped.
Transaction Log, Monthly Statement, Reconciliation and Approval
The Transaction Log is required and provides an audit trail for expenditures made with
the ProCard. Each individual purchase must be recorded in the log. See the Procurement
Card Program Guide for detailed instructions on completing the Transaction Log.
Upon receipt of the monthly statement from the credit card vendor, the cardholder shall
reconcile the statement with their Procurement Card Transaction Log and forward the
reconciled statement and transaction log to the Account Manager or his/her designee by
the 18th day of the month or as stipulated by the department head.
The Account Manager or his/her designee must enter receiving information into the FRS
system for the assigned PO # by the 18th day of the month. The receiving entry should be
an amount equal to the statement. The Account Manager is responsible to verify that all
purchases recorded on the transaction logs are appropriate expenditures. While the
account associated with the card is still responsible for all monthly charges, the Account
Manager should take necessary disciplinary action with employees making inappropriate
expenditures.
The transaction logs, along with the supporting documentation must be kept for three (3)
years plus the current fiscal year to comply with the University's Records Retention
Schedule. These are the official University records. The records for procurement card
purchases will be required for periodic audits by the Purchasing Office or when SFASU
is audited by the General Services Commission, the State Auditor or Internal Audit
Services.
Card Termination
Be sure arrangements are made fefwhen people will be out of the office; i.e. vacation,
sick leave, jury duty, etc.
No exceptions will be made.
1.NON-USE - If it is found that a cardholder has not used the procurement card for
fourthfee consecutive months, this card may be terminated at the discretion of the
Program AdministratorCoordinator. Any cards so terminateddeactivated mav-wiM be re-iss
«edactivated within 98 months upon submission of an Application/Approval Form and
a Cardholder Agreement form. Beyond 98 months, the individual will be required to
attend training again before the card will be re-issuedactivated.
2.TERMINATI0N OF UNIVERSITY EMPLOYMENT - When a cardholder
terminates employment with the University, the department has specific obligation to
reclaim the ProCard and return it to the Program Coordinator prior to the employee
termination date. Failure to do so may result in the department being responsible tefor
38
payment ferof any fraudulent charges and revocation of all department card privileges.
Verification of card return will be part of an employee's exit interview with Personnel.
Do not cut up cards. Fraudulent charges will be reported to the University Police
Department and the terminated employee will be expected to reimburse the University.
3.TRANSFER TO A DIFFERENT UNIVERSITY DEPARTMENT - When a
cardholder changes employment from one University department to another, the
department has specific obligation to reclaim the ProCard and return it to the Program
Coordinator prior to the effective date of change. Failure to do so may result in
revocation of all department card privileges.
4.ACC0UNT MANAGER'S MONTHLY RECEIVING ENTRY - If the account
manager or his/her designee fails to make athe appropriate receiving entry in the FRS
receiving entry svstom for the associated POff hy the 18th of the month, he/she will be
given one warninga reminder: upon the second failure, he/she will be given a warnings
The thirdUpon the next failure to make the monthlymeet the receiving entry
requirement will result in all credit cards for which receiving is not postedapproval was
not received will being deactivated at the Program Coordinator's discretion. The cards
will be reactivated after a 4-month waiting period.
5.INSUFFICIENT BUDGET - Payments will not be delayed due to insufficient
department budgets. In making adjustments to the purchase order amounts during the
year, if an over-ride has to be made (in order to make payment) resulting in an account
having a negative balance which is not approved by the Budget Office, all cards utilizing
the account in question will be deactivated immediately. The cards will be reactivated
after budget problems are resolved. Repeated budget problems may result in all cards for
the account in question being deactivated at the Program Coordinator's discretion for a 4-
month waiting period.
6.FAILURE TO PASS TRANSACTION LOG AUDIT - The Program Coordinator
will audit transaction logs on a periodic basis. Cards will be deactivated immediately for
any cardholder who fails to produce the transaction log. The cardholder will be subject to
a minimum 4-month waiting period and will be required to attend training again at a cost
to the department of $25 before the card will be reactivated. Repeated failures to produce
the transaction log may result in the card being permanently terminated at the Program
Coordinator's discretion. If the or whose transaction log is incomplete according to the
Program Guide, the Program Coordinator will provide one on one instruction to the
cardholder. Repeated errors on the transaction log will result in the card being deactivated
at the Program Coordinator's discretion. The cardholder will be requiredThe cardholder
will be subject to a minimum 1 month waiting period and will be required to attend
training again at a cost to the department of $25 before the card will be reactivated. Upea
the second failure to pass a transaction log audit, the card will be permanently terminated.
7.CARD USE BY ANOTHER EMPLOYEE - Allowing someone else to use your card
without having completed a ProCard Use form will result in your card being deactivated.
The cardholder will be subject to a minimum 1 month waiting period and will be required
to attend training again at a cost to the department of $25 before the card will be
reactivated. Upon the second failure to comply, the card will be permanently terminated.
8. VIOLATION OF PURCHASING PROCEDURES - If the cardholder violates the
any ProCard Purchasing Procedures outlined in this Program Guide, the Program
Coordinator may provide one on one instruction or the card will be deactivated
39
immediately at the Program Coordinator's discretion. If the card will beis deactivated-^
immediately. Tthe cardholder will be subject to a minimum 4-month waiting period and
will be required to attend training again at a cost to the department of $25 before the card
will be reactivated. Repeated violations may result in the card being permanently
terminated at the Program Coordinator's discretion. If the violation appears fraudulent or
abusive, the cardholder may be subject to personal liability and/or disciplinary action,
which may include termination of employment or possible criminal penalties.Upon the
second violation of ProCard policies and procedures, the card will be permanently
terminatedr
9.FAILURE TO PROMPTLY REPORT A LOST OR STOLEN CARD - If a
cardholder fails to make a report of a lost or stolen card immediately upon discovery, the
cardholder may be required to reimburse the University for any fraudulent charges made
on the card until it has been cancelled, including a $50 deductible for fraudulent charges
up to $15,000. The University's FRS account will pay the charges and the employee will
be required to reimburse the University. The cardholder will be subject to a minimum 4-
month waiting period and will be required to attend training again at a cost to the
department of $25 before a new card will be issued. Upon the loss of a second card, not
additional cards will be issued to the cardholder.
10.ACCOUNT MANAGER AUTHORITY - The Account Manager or supervising
Dean, Vice President, or President has the authority to request that the Program
Administrator terminate an employee's card at any time for any reason. Any cards so
deactivated may be re-issued with appropriate approvals within 12 months upon
submission of an Application/Approval Form and a Cardholder Agreement form. Beyond
12 months, the employee will be required to attend training again before a card will be re
issued.
Source of Authority: Texas Government Code, Title 10, Subtitle D, Chapters 2151
through 2176; President; Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Purchasing and Inventory
Forms: Procurement Card Program Guide, Cardholder Application/Approval Form,
Cardholder Procurement Card Agreement. Transaction Log, ProCard Use? Form, Tax
Exempt Letter. Statement of Disputed Items Form (all available from the Purchasing
Department)
40
Professional and Consultant Services C-45
Original Implementation: October 26, 1999
Last Revision: NeneApril 25. 2000
Before entering into a Professional or Consultant Services contract, the department must
determine whether the individual should be hired as an independent contractor through the
procedures outlined herein or as an employee through the PAR process. To make this
determination, refer to the IRS 20-Ouestion test
(www.avervgroup.com/consultants/resources/taxtips/questions.htmV
DEFINITIONS
"Professional Services" means those services within the scope of the practice of:
1) accounting
2) architecture
3) land architecture
4) land surveying
5) medicine
6) optometry
7) professional engineering
8) real estate appraising
9) professional nursing
or those services provided in connection with the professional employment or practice of a
person who is licensed or registered as
1) a certified public accountant
2) an architect
3) a landscape architect
4) a land surveyor
5) a physician, including a surgeon
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6) an optometrist
7) a professional engineer
8) a state certified or state licensed real estate appraiser
9) a registered nurse
Based on State Comptroller object codes and associated reporting requirements, the following
types of services are also categorized as professional services and will be processed under the
same rules and guidelines defined herein:
1) guest artists
2) guest entertainers
3) guest lecturers
4) guest musicians
5) guest performers
6) guest speakers
"Consulting Services" means the service of studying or advising a state agency under a contract
that does not involve the traditional relationship of employer and employee.
A consultant may be used only if there is a substantial need for the consulting services and only
if the agency cannot adequately perform the services with its own personnel or obtain the
consulting services through a contract with a state governmental entity.
"Major Consulting Services Contract" means a consulting services contract for which it is
reasonably foreseeable that the value of the contract will exceed $ 15,000.
NOTE that the $15,000 threshold is not a one-time cost, but rather a cumulative amount for on
going consulting services.
"Consultant" means a person that provides or proposes to provide a consulting services. The
term includes a political subdivision but does not include the federal government, a state agency,
or a state governmental entity.
SELECTION OF A PROVIDER
A "Professional ^Service" provider is not to be selected on the basis of competitive bid but rather
1) on the basis of demonstrated competence and qualifications to perform the services; and 2) for
a fair and reasonable price, as long as professional fees are consistent with and not higher than the
42
recommended practices and fees published by the various applicable professional associations
and do not exceed the maximum provided by law.
Architectural, engineering, or land surveying services must be procured in the following manner in
accordance with Government Code 2254.
1) Select the most highly qualified provider based on demonstrated competence and
qualifications;
2) Attempt to negotiate a contract with the selected provider at a fair and reasonable price;
3) If a satisfactory contracted cannot be negotiated with the most highly qualified provider,
formally end negotiations with that provider; select the next most highly qualified provider; and
attempt to negotiate a contract at a fair and reasonable price. The selection process for
architectural, engineering, or land surveying services shall continue in this manner until a contract
is accepted by all parties.
A "Consulting ^Service" provider is to be selected based on demonstrated competence,
knowledge, and qualifications and on the reasonableness of the proposed fee for the services. If
other considerations are equal, preference shall be given to a consultant whose principal place of
business is in the state or who will manage the consulting contract wholly from an office in the
state.
If competitive bidding will enhance the selection process for either professional or consulting
services, contact the Purchasing Director to discuss options for making informal price
comparisons or preparing a formal Request For Proposal.
Major Consultant Contracts over $15,000 must be submitted to the Legislative Budget Board and
the governor's Budget and Planning Office, and must be submitted to the secretary of state for
publication in the Texas Register for a minimum of 30 days. The Vice President for Business
Affairs must be contacted to process this paperwork.
Professional or Consulting Services over $25,000 must be posted on the State Business Daily
(Marketplace) up to 21 days prior to the date of service.
Professional or Consulting Services over $50,000 must be approved by the Board of Regents.
(Items Requiring Board of Regents Approval, Policy D20.5)
RESTRICTIONS ON HIRING PREVIOUS OR RETIRED EMPLOYEES
1. HIRING A PAST EMPLOYEE
State Funds - strictly prohibited within 12 months of the employee's separation date (76th
Legislature General Appropriations Act Section 9.6.27)
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Local Funds - allowed within 12 months of the employee's separation date ONLY with
Presidential approval and ONLY with discretionary funds: the purchase process will follow that
outlined in Trocedures For Securing Professional Or Consultant Services'.
2. HIRING A RETIREE
State Funds - strictly prohibited within 12 months of the employee's separation date (76th
Legislature General Appropriations Act Section 9.6.27)
Local Funds - allowed within 12 months of the employee's separation date ONLY with
Presidential approval and ONLY with discretionary funds: the purchase process will follow that
described below.
Hiring of a Retiree with any funds at anytime is subject to additional restrictions outlined in
Gov't Code 2252.901:
a) if the retiree will perform services substantially similar to that performed during his/her last 12
months of service, then payment is to be handled as follows. Payment, at an annualized rate,
cannot exceed the lesser of: a) the rate of compensation received during the last 12 months of
services, or b) $60.000. Payment shall be through the PAR process.
b) if the retiree will perform services that are NOT substantially similar to that performed during
his/her last 12 months of services, then payment shall be negotiated in the best interest of the
University. The purchase process will follow that outlined in 'Procedures For Securing
Professional Or Consultant Services'.
3. HIRING A PAST EMPLOYEE/RETIREE AS A CONSULTANT
If a past employee or retiree is hired within 2 years of leaving SFA or any other state agency, the
consultant must disclose in his/her offer or contract the following information: a) nature of
employment at the agency: b) the date employment was terminated: c) the annual rate of
compensation at termination.
4. HIRING A COMPANY EMPLOYING A PAST OR RETIRED EMPLOYEE
Any Funds - allowed only if the past or retired employee does not work on a project that was
similar to his/her duties while employed by SFA within the first 12 months of leaving.
5. HIRING AN EXECUTIVE DIRECTOR OF ANY STATE AGENCY
Any Funds - Restrictions apply to contract for professional or consultant services with a) the
executive director of the state agency: b) a person who at any time during the four years before
the date of the contract was the executive director of the state agency: c) a person who employs a
current or former executive director of a state agency.
PROCEDURES FOR COMPLETING A CONTRACTSECURING PROFESSIONAL OR
CONSULTANT SERVICES
CONTRACT - REQUISITION - PURCHASE ORDER - RECEIVING - PAYMENT
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1) Determine if the need is that of a professional service or a consultant service. Contact the
Purchasing Director if assistance is needed in making this determination.
2) Determine if the selection of a professional or consulting service provider would be enhanced
by informal price comparisons or a formal Request For Proposal process. Contact the Purchasing
Director to discuss options. Instructions_will be given if a requisition needs to be entered at this
time.
3) If the contract is a "Major Consultant Contract", the department must contact the Vice
President for Business Affairs for appropriate actionto complete the required notifications and
30 day posting in the Texas Register.
4) Select the provider and negotiate a contract, either directly or through Purchasing. All
applicable rules associated with the amounts specified in 'Selection of A Provider1 must be
followed.
5) Immediately after the contract amount and date(s) are established, enter a requisition, unless
already entered per instructions in Step 2. If the vendor will perform essentially the same service
on multiple dates, only one requisition is to be entered with separate lines for each date.
6) The department may draw up a contract using samples provided or Purchasing may complete
the contract. The contract may be complex or very simple depending on the nature of the services
to be provided and must clearly define:
a. The responsibilities of each party, in clear detail
b. The period of time the contract is to be in effect
c. The amount of payment
d. The terms of payment
e. The contractor's federal identification or social security number for payment processing
Basic contract information and sample forms/clauses are available for review on the General
Counsel's web page, http://www.sfasu.edu/gencounsel/howtos2.htm
7) The contract must be reviewed by SFA General Counsel and signed by the President or other
administrator with written delegated contracting authority.
8) The completed contract with signatures of all parties must be forwarded to Purchasing for
completion of the Purchase Order.
9) Most payments arc to be made after the service is received. A check can be prepared before
the service, if it is to be provided to the professional or consultant service provider in person.
When it is time to make payment, make the receiving entry on the purchase order number in tho
45
FRS system and be sure that Accounts Payable has the invoice by noon on the Wednesday
before the Thursday on which the check should be readv.The receiving entry must be made in the
FRS system. Pavment will be made through normal Accounts Pavable procedures.
Source of Authority: Texas Government Code Title 10, Subtitle F, Section 2254; Texas
Government Code Title 10. Subtitle F. Section 2252.901: General Appropriations Act: Vice
President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Purchasing and Inventory
Forms: Sample forms/clauses available on General Counsel's web page,
http://www.sfasu.edu/gencounsel/howtos2.htm
46
Animals on University Property D-3
Original Implementation: Unpublished
Last Revision: October 11 1997April 18. 2000
The University Police Department should be notified of any unauthorized animal discovered on,
or in, University property. Upon receipt of a report, an officer will be dispatched to take
appropriate action. Occupants of University housing are not permitted to keep pets except small
birds in cages and small fish in aquariums.
Source of Authority: Vice President for University Affairs
Cross Reference None
Contact for Revision: Chief of University Police
Forms: None
47
Computing Software
Original Implementation: July 15,1997
Last Revision: None
Moot software on computers at Stephen F. Austin State University is protected by Federal
copyright laws. In addition to the copyright laws, there usually is a license agreement between
tho software seller and tho purchaser to protect tho software.
Educational institutions arc not exempt from legislation covering copyrights. Tho University's
policy is to respect the copyright protections given under Federal low, and to adhere to the
conditions of tho license agreement. The following policies and procedures apply.
1. Software provided through tho University for use by faculty, staff, and students may be used
on computing equipment only as specified in tho specific software licenses.
2. Licensed software may not be copied on University equipment except as specifically
permitted by the software license (to create a backup copy, for example).
3. Faculty, staff, and students may not uoo unlicensed or unauthorized copies of software on
University owned computers, or any computer housed in University facilities.
4. The individual who normally uses a specific computer is responsible for ensuring and being
ablo to document via license agreement or proof of purchase that the software used on that
machine is licensed. An appropriate supervisor is responsible when the same machine is used by
several persons.
or 5. For multi user computing systems, tho director of tho organization unit owning the system,
tho manager responsible for its operation, must document licenses and inform users of licensing
conditions and take reasonable actions to ensure compliance.
6. It is a violation of University policy to knowingly uso or attempt to use software which is not
authorized for use under normal operating procedures.
Uso of unauthorized or unlicensed software is a serious matter and is not sanctioned by of
Stephen F. Austin State University. Faculty, staff, and students who arc aware of individuals
who violate software license agreements should report those individuals to their supervisor
and'or tho Director of University Information Systems.
Any individual violating those policies is required to take immediate remedial action; e.g.
remove the unlicensed software from the machine. Persons refusing to do so arc subject to
University disciplinary procedures.
Source of Authority i General Counsel
Cross Reference: None
Contact for Revision! Vice President for Business Affairs
Forms: None
48
Flag Display D-15
Original Implementation: Unpublished
Last Revision: July 15, 1997April 18. 2000
On each University business day, Monday through Friday, a University police officer will raise
the United States, Texas, and University flags at the campus entrance on North Street, prior to
8:00 a.m. Flags will be lowered by a University police officer after 5:00 p.m. each day.
Flags will be raised and lowered for football games on two flagpoles at the south end of the
stadium.
Flags will be raised and lowered for basketball games and other special events at the coliseum on
the four flagpoles. Determination to lower flags to half-mast will be made by the Chief of
University Police in conjunction with the University administration.
Source of Authority: Vice President for University Affairs
Cross Reference: None
Contact for Revision: Chief of University Police
Forms: None
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Academic Promotion E-3A
Original Implementation: October 19, 1978
Revision: January 20, 1998April 18, 2000
Stephen F. Austin State University seeks to maintain the strongest faculty possible. The
University thus provides for advancement based upon the faculty member's academic
credentials and experience, performance as a teacher and scholar/artist, contributions to the
University community and his/her discipline, and service to the general community through
his/her professional expertise. 1 In order to assure that faculty recommendations and
administrative decisions relative to promotion are equitable, the following principles and
procedures are observed.
1. Criteria
a. The minimum criterion for appointment to the rank of Instructor at the University is a
master's degree in the field in which the individual will be teaching. In order to be
promoted to any of the professorial ranks, an individual is expected to have
completed the highest level course of academic study available in the discipline of
his/her primary responsibility. Ordinarily, that would be a doctoral degree or a
master's degree which is considered to be a terminal degree in the particular field.
b. Beyond adequate credentials, the following levels of performance should be present
for promotion:
1) An individual promoted to the rank of Assistant Professor should have the
demonstrated capabilities to be an effective university teacher, a productive
scholar/artist, and a contributing member of the academic and general
communities.
2) An individual promoted to the rank of Associate Professor should have a proven
record of effective teaching, scholarly or artistic activity, and professional
contributions to the academic and general communities.
3) An individual promoted to the rank of Professor should be a teacher whose
effectiveness is generally recognized, a scholar whose contributions to knowledge
or artistic performance are substantial and are recognized beyond the confines of
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the local campus to be of high quality, and a citizen whose professional
contributions to the academic and general communities are significant.
c. In order to hold either of the upper two professional ranks, an individual is expected to
have some previous teaching experience and to have held a lower rank. To apply for
the rank of Associate Professor, an individual should have held the rank of Assistant
Professor for at least five years. This means that the application will profile five
complete years in the rank of Assistant Professor. To apply for the rank of Professor,
an individual should have held the rank of Associate Professor for no fewer than three
years. In exceptional circumstances when warranted by extraordinary performance,
faculty members may be reviewed for promotion earlier. The evidence to support
early promotion must be unequivocal.
d. In exceptional circumstances, special training in recognized institutions (such as
conservatories or research institutes) or the attainment of nationally recognized
licenses/certificates may be judged to satisfy the requirement for advanced degrees.
Practical experience and/or demonstrable expertise and performance in activities
related directly to one's faculty appointment may be judged to satisfy the requirement
for advanced degrees and/or years of experience. Similarly, a record of truly
exceptional performance in some areas of the basic responsibilities to teaching,
scholarship/performance, and service may mitigate against slight contributions in
other areas in consideration for promotion, within the performance guidelines
established for each rank. The evidence to support promotion based upon exceptional
considerations must be unequivocal.
2. Promotion Procedures
a. A faculty member may be nominated or apply for promotion. A nomination may be
initiated by an individual faculty member, the department chair, or other appropriate
administrative officer of the University. The applicant/nominee is responsible for
developing and submitting to the department chair a packet of supporting materials,
including at least a current vita and documentation of:
1) teaching effectiveness (i.e., summaries of student evaluations, teaching awards,
peer evaluations, innovative teaching approaches
2) scholarly or creative activities (i.e., publications, research/creative projects,
photographs of artworks, finished pieces of work)
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3) university-related service (i.e., committee responsibilities, leadership roles
assumed at department, college, and university level)
4) contributions to profession (i.e., memberships in professional organizations,
offices held, other leadership roles)
5) general community service related to the profession (i.e., presentations and
activities that enhance the professional discipline)
b. Each application/nomination for promotion, including all supporting materials, will be
evaluated by all full-time department faculty members holding rank higher than the
candidate and not being considered for promotion, with regard to his/her credentials
and performance as a faculty member.
c. The chair of the applicant/nominee's department will evaluate the packet of materials
submitted by the candidate and the recommendations of the departmental faculty, and
will forward these materials, along with his/her recommendation to the dean of the
college.
d. The dean of the college will constitute two college review panels to evaluate
applications for promotion within that college. Panel A will consist of one professor
to represent each department in the college and may include an additional member
from professors outside the college. It will consider material from applicants for
promotion to professor. Panel B will consist of one professor or associate professor to
represent each department in the college and may include an additional member from
professors or associate professors outside the college. It will consider material for
applicants for promotion to associate professor or assistant professor. The panel
member representing a department should not be the department chair. Each panel
member will review the supporting materials prepared by each applicant and will
submit recommendations to the dean of the college that the applicant be promoted/not
promoted, with comments concerning the judged strength of the application and a
rating or ranking of the applicants. The dean of the college will review the supporting
materials prepared by each applicant, the faculty recommendations, the
recommendations submitted by the department chair and the college review panel,
and will recommend to the Vice President for Academic Affairs that the applicant be
promoted/not promoted, with comments concerning the judged strength of the
application. The dean of the college will submit to the Vice President for Academic
Affairs a summary of the recommendations of all participants in the review process
and the packet of materials prepared by each applicant.
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e. The Vice President for Academic Affairs will review these materials as a basis for
making recommendations to the President of the University. The Vice President for
Academic Affairs will submit to the President a recommendation to promote/not
promote for each candidate and the recommendations made at each step of the review
process.
f. The President of the University will review these materials and recommendations and
any other evidence deemed pertinent as a basis for his/her recommendation to the
Board of Regents that the candidate be promoted. After the decision of the Board of
Regents, the packet of supporting materials prepared by the candidate will be returned
to the applicant.
g. Promotion in rank is by action of the Board of Regents of Stephen F. Austin State
University.
See also Evaluation, Merit Pay, Promotion and Tenure policy.
Source of Authority: President
Cross Reference: Faculty Handbook
Contact for Revision: President
Forms: None
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Classified Pay Plan E-8N
Original Implementation: September, 1990
Last Revision: July 27, 1999April 18,2000
GENERAL
All funds disbursed by the University are subject to University regulation and control,
regardless of original source. Therefore, all classified employees are covered by this
policy, regardless of the source of funds.
This document has been developed to assist in administering the Classified Pay Plan
("Plan") for Stephen F. Austin State University. It includes the current fiscal year Salary
Schedule consisting of approved pay grades, the table of approved job titles and codes,
and an alphabetical listing of all job codes and titles.
The Personnel Services OfficcHuman Resources fHR) must be contacted if the need
arises for a new job code or title. Otherwise, only the job codes or titles which appear in
this Plan apply.
Recommendation for employment of a person will be made on a Personnel Action
Request Form ("PAR"). This form shall reflect the job title, job code, pay grade, and the
salary for the position being filled. The appointee may not be employed and shall not be
allowed to work until the PAR has been fully approved through proper channels.
Regardless of source of funds, rates of pay for positions included in the Plan shall be
consistently and equitably administered whether the employee is full-time, part-time, or
temporary.
All classified positions, except temporary positions, shall be posted with the Personnel
Services OfficcHR for a minimum of five work days. All vacancies will be posted on the
Human Resources Website. Temporary positions are not required to be posted for five
work days. Personnel Services HR recruitment sources will receive job posting notices on
a monthly basis.
Approval of promotions, transfers or demotions made in accordance with University
policies and procedures is delegated to the Director of Personnel HR and the appropriate
Vice President.
Recommendations for promotion, transfer or demotion shall be submitted to the Director
ofPersonnelHRon a PAR with appropriate justification as may be necessary. Such
submission shall be made prior to any commitment being made and prior to the effective
date of the proposed change of status to provide for review of the request, determination
as to the availability of funds, and compliance with all University policies.
The Plan shall be approved annually by the Board of Regents on the recommendation of
the President.
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CLASSIFIED EMPLOYEES
The Plan governs all positions except executive, administrative, professional and faculty
positions and is reviewed and approved periodically by the President. The basic
responsibility for development, continued maintenance, and administration of the Plan is
assigned to the Director of PersonnelHR.
Classified employees are identified by job code. Each job title has been assigned a unique
code to facilitate reporting and preparation of the current operating budget as well as
various state and federal reports.
A pay grade (pay range) has been established for each job code. Each classified employee
must be within the pay grade for his or her job title.
Some employees have attained a pay rate greater than the maximum for their job codes.
This occurred due to employment policies in effect prior to September 1, 1993. Such
employees will retain their "out of grade" status until such time as their employment
ceases or they are promoted to a higher job classification.
ENTRY LEVEL PAY RATES
All vacant positions will normally be filled at the entry level (minimum of the pay range)
for the position. However, provision has been made to allow an employee to be hired at a
rate higher than the minimum, under the following conditions:
a) Two percent may be added to the minimum of the pay range for each year of
relevant experience in excess of the minimum requirements. The experience may be in a
similar position in higher education, in state or federal government, or in private industry.
No more than eight percent may be added to the minimum of the pay range under this
provision.
b) Two percent may be added for each two years of formal education training
above the minimum requirement for the position. Training must be related to the position
being filled. No more than four percent may be added to the minimum of the pay range
under this provision.
The entry level salary may not be greater than the current budgeted salary for the vacant
position. No more than a total of eight percent may by added to the minimum of the pay
range under these two provisions combined.
Each request for an entry level salary that is less than or greater than the minimum of the
pay range must be approved in advance by the appropriate Vice President and Director of
Personnel HR before any offer of employment is made to the applicant.
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MERIT INCREASES
Employees may be eligible to receive a merit increase based upon the results of their
performance rating for the prior year. Merit increases will normally be granted only at
the beginning of the fiscal year (September 1) unless otherwise approved by the
appropriate Vice President and the President.
Merit increases will be determined by:
a) the availability of funds,
b) the employee's demonstrated work performance being consistently equal to or
above the fully acceptable level (as defined in the Performance Management Plan),
c) the employee's length of service,
d) comparable salaries paid to other employees within the University who have the
same job title, and
e) maximum increase limits as determined by the President on an as needed basis.
Any merit increase must be within the pay range for the position. There are no
exceptions.
In no case will a merit increase be granted that will result in a pay rate above the
maximum established for the pay grade of the employee concerned. (See Section on
Reclassification and Promotion.) However, an employee whose current rate is above the
maximum for the position may receive a "performance incentive bonus" increase if their
performance rating is equal to or above the fully acceptable level as defined in the
Performance Management Plan. The performance incentive bonus increase is defined as a
one time payment processed with the September payroll which does not increase the
employee's base salary but rewards the employee for outstanding and exceptional
performance.
Merit Increases must be submitted by the immediate supervisor through appropriate
administrative channels at the time of budget planning and must be consistent with
performance documentation.
An employee may be eligible for a merit increase when the following criteria have been
met:
a) the employee has been employed for at least six continuous months, and
b) the employee was employed during the performance review period which is
being rewarded with merit, and
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be) at least six months have elapsed since the employee's last promotion or merit
increase, and
ed) the supervisor has completed a timely review of the employee's performance
and the performance rating is fully acceptable, commendable, or outstanding.
Legislated general "across-the-board" or "cost-of-living" increases will be applied
according to the legislation. Depending on the availability of funds, merit increases may
be granted in addition to the general increase.
If the employee's base salary is below the salary range minimum for his/her job, it will be
adjusted to the minimum of the range on September 1 of each year provided that the
employee is performing at the "fully acceptable" level or above.
This is the sole basis for salary increases except for equity adjustments that must be
approved by the Director of Personnel HR and the appropriate Vice President.
RECLASSIFICATION
Reclassification is defined as a change in the job description for a budgeted position. It
does not relate to the employee who currently fills the position. The purpose of
reclassification is to more accurately describe the functions of the position. It may or may
not involve a change in the existing rate of pay for the position.
Reclassification is the reassignment of a given position to a different title within the Plan.
Reclassification is warranted when:
a) the span of control increases, i.e., increased number of employees to supervise,
b) when new responsibilities have been added, or
c) the function of the position in the department warrants a change to an existing
job description in a higher or lower pay grade.
Rectifications shall be determined by an analysis of the duties, level of
responsibilities, minimum required qualifications, reporting relationships, and availability
of resources for the position. Reclassification may result in a higher or lower pay grade.
Reclassification of a position shall not be made to fit the qualifications of an individual
employee but to reflect the qualifications required for the duties to be performed. The
reclassification process shall not be used to request pay raises for incumbent employees.
Employees who remain in positions which are reclassified to a higher or lower pay grade
will be compensated at their current rate of pay or at the minimum of the range for the
new classification, whichever is greater.
57
The reclassification process is as follows:
a) The director or chair determines that the functions of a classified position within
the department have changed.
b) A Reclassification Request Form ("Request Form") and a Position Questionnaire
("Questionnaire") must be obtained from Personnel ServicesHR. The department chair or
director is responsible for completing both forms.
c) The Request Form and Questionnaire shall be completed in accordance with the
instructions. Statements about the incumbent employee are unacceptable. The forms are
forwarded to the Dean, if applicable, and then to the appropriate Vice President. If the
Vice President concurs with the request, he or she will approve the Request Form and
forward both forms to Personnel ServicesHR. Otherwise, the forms will be returned to
the originating department.
d) The Director of Personnel HR shall analyze and verify job information provided.
Areas of concern will be resolved with the person submitting the request. Information
used to analyze the request will be provided to the Reclassification Review Committee
("Committee").
e) The Committee will consist of the Vice Presidents who report to the President
and the President. The Committee is not a standing committee, and will function only
when reclassification requests are to be evaluated.
f) The Committee will make the final decision regarding the reclassification
requests and report the findings to the Director of Personnel HR who will notify the
originating departments.
g) Approved requests will be forwarded to the Director of Budgets Financial
Services for inclusion in the operating budget.
h) Reclassified positions and salary adjustments if any, will take effect only on
September 1.
i) Once a reclassification request is approved, the originating department may then
proceed with the process of filling the position. However, the new salary and title
approved in the reclassification process will only become effective on September 1.
PROMOTIONS
Promotions are defined as an increase in job responsibilities and a change in job title to a
higher pay grade. An example is a change from Accounting Clerk I to Accounting Clerk
II.
INTERNAL PROMOTIONS
58
a) The possibility for an internal promotion may result from a position
reclassification or a position with a higher pay grade becoming vacant.
b) It is not required that a vacant position be publicly advertised if it is to be filled
by internal promotion. However, it must be posted within the University to allow all
employees an opportunity to apply for the position.
c) An employee who is promoted shall receive a two percent increase or the
minimum of the range for the new position, whichever is greater.
d) The promotion must be approved in advance by the appropriate Vice President
and the Director of PersonnclHR.
e) The request for promotion must be supported by past performance evaluations.
f) It is the department's responsibility to prepare the necessary PAR for a
promotion and to submit the form at an appropriate time. Promotional increases will not
be retroactive. They will be effective on the date the promotion is approved.
VACANT POSITIONS
a) In order to process filling a vacant position, the Personnel ServicosHR Form 10
("PER-10") must be completed, approved, and forwarded to the Personnel Services
OffieeHR.
b) A vacant position must be advertised through Personnel ServicosHR recruitment
sources before an applicant is selected. The decision to advertise a vacant position in the
media is a joint decision between the Director of Personnel HR and the department
manager. The requesting department pays any advertising costs.
c) If the selection of a current employee to fill the vacant position results in a
higher pay grade for the employee, the minimum salary paid to the employee must be
equal to the employee's current salary plus two percent, or the minimum of the pay grade
for the new position, whichever is greater. However, if the employee's experience and
formal education exceeds the minimum requirements for the position, the salary may be
increased according to the same criteria used for hiring an outside applicant. (See Section
for "Entry Level Pay Rates").
d) The promotion of a current employee to fill a vacant position must be approved
in advance by the appropriate Vice President and the Director of PersonnolHR.
e) The request for promotion must be supported by past performance.
TRANSFERS
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When an employee is transferred to another position having the same or different title,
but the same pay grade, the employee shall be given the same salary as before the
transfer.
An employee being transferred to a position that represents a change to a lower pay grade
constitutes a demotion. (See Section on Demotions.)
Employees accepting transfer from one job to another requiring substantially different
qualifications or promotion to a position of added qualifications shall not be subject to the
180 day probationary period.
DEMOTIONS
Demotion is the assignment of an employee to a position with a lower pay grade, fewer
responsibilities, and simpler duties.
The employee's salary will be adjusted to an appropriate level within the new salary
range as agreed upon by the director or chair of the department and the Director of
PersonnelHR. The new rate shall be determined by consideration of the circumstances
related to the demotion and the employee's longevity and job performance.
A request for demotion of the employee may be submitted to the Director of
PersonnelHR. The Director of Personnel HR and other appropriate University personnel
will determine whether the supervisor has ample documentation to support the demotion
request.
An employee may make a written request to the Director of HR for a demotion to a lower
classification.
All demotions are subject to approval through the appropriate administrative channels
prior to the action occurring.
ESTABLISHMENT OF NEW POSITIONS
New positions are those created for the first time and to which no incumbent is assigned.
Establishment of new positions, regardless of source of funds, requires the prior approval
of the President and Board of Regents.
The requesting director or chair shall prepare a New Position Request Form with details
of the position requested and forward this form through the normal channels for approval.
The Director of Personnel HR shall evaluate the new position using existing job analysis
and evaluation procedures.
The Director of Personnel HR shall recommend a starting salary to the Vice President for
Business Affairs for certification of funds. ,
60
ADDITIONS OR DELETIONS TO THE PLAN
The Director of Personnel HR shall constantly review the Plan for relevance and fairness
and make recommendations for adjustments of the Plan to the Vice President for
Business Affairs.
After review, the Vice President for Business Affairs will make recommendations for
Plan modifications to the President.
PROBATIONARY PERIOD
All new classified employees will be hired for a 180 day probationary period at the rate
specified in the Pay Plan for the position. There is no automatic increase in pay after
completion of the probationary period.
During and at the completion of the 180 day period, the employee's supervisor will
review his or her performance and make a recommendation whether the employee is to
be retained or dismissed.
PERFORMANCE REVIEW
Review of the employee's job performance is best provided through continuous open
communication between the employee and the immediate supervisor.
Supervisors are required to perform annual evaluations for all classified employees.
The Director of Personnel HR will provide consultation to supervisors on performance
evaluation methods.
RE-EMPLOYMENT OF FORMER EMPLOYEES
Appointments of former employees shall be governed by the rules on entry level rates.
Source of Authority: Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Personnel ScrviccsHuman Resources
Forms: Personnel Action Request, see Index E-39; Classified Position Personnel
Requisition; New Classified Position/Reclassification Request; Performance
Management Plan and Review (all available in University Printing Services)
61
Employee Conduct E-15
Original Implementation: September 1, 1987
Last Revision: Qctober26;-1999 April 18, 2000
Various standards of conduct have been established by the legislature that apply to employees of
Stephen F. Austin State University. These include:
1. No state officer or state employee should accept or solicit any gift, favor, or service that might
reasonably tend to influence in the discharge of official duties or when it is known or should be
known the offering is made with the intent to influence official conduct.
2. No state officer or state employee should accept employment or engage in any business or
professional activity which might reasonably be expected to require or induce a disclosure of
confidential information acquired by reason of the official position.
3. No state officer or state employee should accept other employment or compensation that could
reasonably be expected to impair independent judgment in the performance of official duties.
4. No state officer or state employee should make personal investments that could reasonably be
expected to create a substantial conflict between the officer's or employee's private interest and
the public interest.
5. No state officer or state employee should intentionally or knowingly solicit, accept, or agree to
accept any benefit for having exercised official powers or performed official duties in favor of
another.
Additionally, the University, its officers and employees must comply with the following
restriction
a. A state agency may not use any money under its control, including appropriated money, to
finance or otherwise
or judicial branch of state government or of the government of the United States. This
prohibition extends to the direct or indirect employment of a person to perform an action
described[..by..this .subsection.
b...A s^aie officer or empj
RHrpQse.descrijbei
c....A.stat.e officer.or.empjo^
program administered by the state agency of which the person is an officer or employee to
interfere with or affect the result of an election or nomination of a candidate or to achieve any
62
d. A state employee may not coerce, attempt to coerce, command, restrict, attempt to restrict, or
prevenLthe p.a^^^
organization for a political purpose.
.e,.Forpurposes.of.subsecdon..(c)
results of an election or nomination if the individual's conduct is permitted by a law relating to
thej.ndiy^
Source of Authority: Section 572.051, Texas Government Code; Section 556004, Texas
Government Code;.President; Vice President for Business Affairs
Cross Reference: None
Contact for Revision: General Counsel
Forms: None
63
Insurance and Other Benefits E-28
Original Implementation: Unpublished
Last Revision: January 19, 1999April 18. 2000
Employee insurance and benefits include the following:
Benefits eligible employees are offered a basic insurance plan, which is fully paid for
by the State. The basic plan includes hospitalization insurance, $5,000 term life insurance
and $5,000 accidental death and dismemberment insurance. Each employee must elect to
take or waive this plan at the time of initial employment. If a Multipurpose Form is not
completed, the employee must be automatically enrolled in the basic plan, with the
exception of Graduate Assistants. Graduate Assistants are not eligible for automatic
enrollment. The Multipurpose Form must be completed within thirty (30) days of the first
active duty date.
An employee must participate in the basic plan to apply for optional coverages.
Group Hospitalization Insurance
l.A major medical health/hospitalization plan is provided, based on residency zip code,
and/or a choice of HMO, (when available).
a) —Employees may select from hospitalization categories shown below:
b) —Coverage Category
c) —Employee
d) —Employee & Child/Children
e) —Employee & Spouse
f) —Employee, Spouse & Child/Children
g) —Details on coverage and rates are available from the Benefits Office in
Personnel SorvicosHuman Resources (HR).
2.Application for Coverage. Coverage for dependents will be effective the day of
employment if the Multipurpose Form is completed on or before the first active duty date
(excluding Graduate Assistants). If the form is signed after the first active duty date,
dependent health and/or optional coverages will be effective the first day of the month
following the signature date. The form must be completed within thirty (30) days of
employment. Coverage for a newly acquired dependent will be effective the first of the
month following the date of acquisition, with the exception of newborn natural children
who are automatically covered for the first thirty-one days, beginning on the date of birth.
The application must be made within thirty (30) days thereof. If application for coverage
64
of employee or dependent is not made within thirty (30) days, evidence of insurability is
required.
3.Continuation of coverage upon termination of employment is allowed by federal law
with specific limitations. All separating employees will be informed of their right to
continue coverage during their exit interview in the Personnel Services OfficeHR.
C.O.B.R.A. forms will be mailed to the home address of the terminating employee and/or
covered dependents for completion. Covered dependents are also eligible for continued
coverage following certain qualifying events such as divorce, death of the employee,
attainment of maximum age of coverage for children, etc. Employee or the covered
dependent must notify the Benefits Office within thirty (30) days of the qualifying event
date. Questions concerning procedure and benefits should be directed to the Benefits
Office in Personnel ServicesHR.
Group Term Life Insurance
1. Optional Term Life Insurance. Coverage of up to twice the annual salary may be
selected within thirty (30) days of employment. Evidence of Insurability must be
provided for Election III or Election IV.
2.Coverage is reduced at age 70 for active employees based on the carrier's standard
reduction schedule.
3.Monthly Premium Cost. The monthly premium cost is based on age as of September
1 of the current fiscal year, or age at time of employment.
4.Dependent Life Insurance. Coverage is available to all employees insured under the
Uniform Group Insurance Program. Coverage includes the spouse of the employee and
each unmarried child from the age of 14 days to 25 years in the amount of $5,000 life and
$5,000 AD&D. Application for coverage must be made within thirty (30) days from the
date of employment, or dependent's eligibility date;7 otherwise evidence of insurability is
required.
Long-Term Disability
1.Long-Term Disability insurance is available to benefits eligible employees.
2.This benefit will pay 60% of the employee's monthly salary (maximum salary
$10,000) after a 90-day waiting period in the event the employee is disabled because of
injury or illness. The monthly benefit will be integrated with Workers Compensation,
65
Social Security Disability, Teacher Retirement Disability, and/or any disability benefit.
Maximum benefit, if integration is used, is 70% of insured monthly salary. Minimum
benefit, if integration is used, is 10% of monthly salary for one year. The following age
and time limits apply:
Age when Disability Starts Maximum Duration of Benefits
Under age 60 To age 65*
Age-60, but loss than age-6£-64 To age 6560 months
65-69 To age 70. or 12 months, whichever is
greater*
70 and over 12 months
♦Benefits end the first day of the Plan Month following attainment of the limiting age.
3. Monthly Premium Cost. The premium is based on current rate per $100 of monthly
salary.
Application for this coverage must be made within 30 days of employment, otherwise
evidence of insurability is required and forms must be completed during Summer
Enrollment..
Short-Term Disability
1.Short-Term Disability is available to benefits eligible employees.
2.This benefit will pay 60% of the employee's monthly salary (maximum salary
$3,000) after a thirty (30) day waiting period for up to five months.
3.Monthly Premium Cost. The premium is based on current rate per $100 of monthly
salary.
Application for this coverage must be made within 30 days of employment, otherwise
evidence of insurability is required and forms must be completed during Summer
Enrollment.
Accidental Death and Dismemberment Benefits
Benefits eligible employees have the option of participating in the University's AD&D
program. This coverage is available in $10,000 increments up to $200,000, but is limited
to ton times tho employees annual salary if under the age of 7O.The minimum coverage is
$10,000 and the maximum coverage is $200.000 in increments of $5.000 if under the age
of 70. After age 70, the_mmimums and maximum are reduced. Double coverage of
dependent children will be allowed, if both parents are UGIP employees.
Monthly Premium Cost. The premium is based on current rate per $1,000 of coverage.
Application for this coverage can bo made any timo, with tho exception of employees
participating in premium conversion (Section 125 Cafotoria Plan). Soo information on
Flexible Bonofit Planmust be made within thirty (30) days of employment or could be
added during the summer enrollment period.
66
Dental Insurance
Benefits eligible employees may elect to participate in either of the two group dental
insurance programs. If application for coverage is not made within thirty (30) days of
employment, dental plan benefits cannot be acquired until the beginning of the next plan
year. Enrollment forms must be completed during Summer Enrollment.
Cancer Care
Benefits eligible employees may elect to participate in cancer care coverage.
Employees should contact the insurance company representative to make an application.
Retiree Insurance Coverage
University employees retiring with ten or more years of creditable service, who have
been covered for at least three years under the Uniform Group Insurance Program, and
who meet the qualifying standard for retirement benefits as stated in the provision of the
Teacher Retirement Act, or those who become permanently and totally disabled, are
entitled to participate in retiree insurance coverage if they meet the criteria. The State will
contribute the amount contributed for regular employees toward retiree and dependent
coverageThe State contribution for health insurance is the same for retirees and their
dependents as for active employees. A thirty (30) day enrollment period is provided for
persons retiring or qualifying for retiree insurance coverage.
Complete information will be made available to all qualified retirees by the Personnel
Services OfficeHR prior to the time of retirement.
Social Security
All employees of the University are covered by the Federal Insurance Contribution
Act (FICA). Currently, the employee contributions are broken down as follows:
1.6.20% of base salary of $4^40076,200 for Old Age and Survivor's and Disability
Insurance (OASDI);
2.1.45% of base salary for Medicare (HI).
This information is based on the 4^8-Year 2000 rates and limits.
Flexible Benefit Plan
Benefits eligible employees may participate in the Flexible Benefit Plan established in
accordance with Section 125 of the Internal Revenue Code. The plan permits employees
to pay for certain eligible expenses with pre-tax money.
Redirection of Insurance Premiums - Effective September 1, 1999. all employees
will be enrolled in Premium Conversion and all insurance premiums, with the exception
67
of Short-Term Disability, Long-Term Disability and Dependent Life, will be paid with
pre-tax money.
Through this plan, participants may enroll for one or more of the following:
1 .Redirection of Insurance Premiums—Allowable insurance premiums, with the
exception of Dependent Life, may be paid with pre-tax money.
2LMedical Reimbursement Account - The participant may specify an amount of
pre-tax money to be deposited in a medical reimbursement account. The participant can
then apply for reimbursement when certain allowable out-of-pocket health care expenses
are incurred. New employees must be employed six months to be eligible to participate.
Graduate Assistants are excluded.
^.Dependent Care Reimbursement Account - The participant may specify an
amount of pre-tax money to be deposited in a dependent care reimbursement account.
The participant can then apply for reimbursement when dependent care expenses are
incurred.
Substantial tax savings may be realized through the Flexible Benefit Plan. However,
several restrictions are important.
1 .Amounts designated to be tax sheltered cannot be changed during a plan year
unless there is a change in family status. Forms must be completed within thirty (30)
days of the event date, otherwise no changes may be made until the next summer
enrollment period.
2.Reimbursement accounts are on a use-it-or-lose-it basis. During a plan year,
expenses should be incurred for all tax sheltered money because any amount not
reimbursed to the participant reverts to the insurer.
Eligible employees may enroll at the time of employment or on any succeeding plan
anniversary date during the Summer Enrollment period prior to the next Plan year. To
continue to participate, employees must re-enroll each year during the Summer
Enrollment period..
Expenses for participation include a $3 per month charge per account to all employees
paid on a 12 month basis, or a $4 per month charge per account for all employees paid on
a 9 month basis. Graduate Assistants are excluded. (These charges were waived for fiscal
year 2000. and will be reviewed by ERS each year hereafter.)
State Deferred Compensation Plan
This plan is available to all employees. This plan allows employees to allocate a
specified amount of their earnings to a tax-sheltered plan purchased by the State.
Employees interested in learning more about the State Deferred Compensation Plan
should contact the Benefits Office in Personnel ServicesHR.
68
Tax Sheltered Annuities
All faculty and staff members who are appointed for a specified contract period of
employment employed, at half-time or morein a non-student status, are eligible to
purchase tax sheltered annuities,, (excluding Graduate Assistants).
Individuals electing to participate in the Tax Sheltered Annuity Plan should contact an
authorized company requesting the completion of a Maximum Exclusion Allowance
Calculation Form. The employee must complete a written agreement authorizing the
deduction from their monthly salary.
The authorization initiating a tax sheltered annuity shaH-should.be executed on or
before the first day of the month to be effective the next pay period. This agreement will
remain in effect until the employee initiates a change of authorization.
Changes to the salary reduction authorization are permitted. Employees may change
carriers at any time. An employee may terminate an authorized reduction in salary by
contacting the Benefits Manager in Personnel ServiccsHR.
Once an annuity contract has been purchased for an employee, any questions
concerning the contract's relation to the income tax laws are strictly between the faculty
or staff member and the Internal Revenue Service.
Information on Tax Sheltered Annuities may be obtained from the Benefits Office in
Personnel SorviccsHR.
U.S. Savings Bonds
Employees may purchase savings bonds starting in increments of $100/month (cost of
$50 for a $100 bond.)
Source of Authority: Texas Constitution, art. 16, sec. 67; V.T.C.S., Title 110B, sees.
31.001 to 36.204; V.T.C.S., art. 695h; Texas Insurance Code, sees. 3.50-3, 3.51-4A, 3.51-
5; Internal Revenue Code, sees. 102 and 106; 29 U. S. C, sec. 1001 et seq.; Texas Higher
Education Coordinating Board; Board of Regents; President; Vice President for Business
Affairs
Cross Reference: Non-Academic Employee Handbook
Contact for Revision: Director of Personnel ServiccsHuman Resources
Forms: None
69
Outside Employment E-35
Original Implementation: April 21, 1981
Last Revision: January 18, 2000ApriU8A,20Q0
Outside employment, for purposes of University policy, is engagement in any activity other than
for Stephen F. Austin State University for a fee, salary, or profit. If one establishes or joins a
firm, private business, or engages in the private practice of some professional skill, it is
considered outside employment if it requires, on the average, more than ten hours per month,
including weekends. Such employment must be approved annually in writing and in advance by
the appropriate academic dean, director or vice president. This policy applies to all salaried full-time
employees of Stephen F. Austin State University whose employment obligations are not
limited to a standard eight-hour day, and to officers of the University Police Department.
University employees who propose to engage in outside employment must adhere to the
following guidelines and any applicable laws.
1. Proper performance of the employees1 University assignment is paramount and outside work
will assume a position secondary to University duties.
2. The employee will preserve the best interests of the University by avoiding any conflict of
interest.
32. The employee may not use any materials or facilities of Stephen F. Austin State University in
the course of outside employment.
43. The employee will make a reasonable effort to assure that his/her outside employment is not
identified with Stephen F. Austin State University.
An individual desiring permission to engage in outside employment must complete the "Request
for Approval for Outside Employment" form and route it through administrative channels to the
appropriate academic dean, director or vice president for approval, prior to beginning outside
employment. Each academic dean or director will provide a summary report of individuals
approved for outside employment to the vice president by mid-term of the fall semester. Each
vice president will provide the President with a summary report from each respective division.
Source Of Authority: Board of Regents, President
Cross Reference: Faculty Handbook, Non-Academic Employee Handbook
Contact For Revision: President
Forms: Request for Approval of Outside Employment (available in University Printing Services)
70
Personnel Action Request E-39
Original Implementation: Unpublished
Last Revision: July 14. 1998April 18.2000
The Personnel Action Request ("PAR") form is used to obtain administrative approval
and to notify Payroll/Personnel ServiccsHuman Resources (HR) of changes in
employment status for all employees, including graduate students, but not undergraduate
students. Detailed instructions for the completion of the PAR is available from Personnel
ServicesHR. The PAR is a six-part carbonless form and is generally self-explanatory.
Aall items on the form are to be completed as explained below. JVIost of the required
information is easily accessible.
SECTION I. COMPLETE FOR ALL PERSONNEL ACTIONS
Information in this section must always be completed.
SECTION II. COMPLETE FOR NEW APPOINTMENTS ONLY
1. Determine whether the position is exempt or non-exempt, according to the Fair
Labor Standards overtime provisions, by reviewing the Position Classifications
Code List. An asterisk notes all Non-Classified positions. All classified positions
are non-exempt. If there is a question regarding exemption status, contact the
Personnel Services OfficoHR.
2. Answer whether the position is a new position or a replacement. If it is a
replacement, state for whom. In addition, the new employee could also be a
rehire and/or a transfer from another Texas State Agency. Identify any that apply
and provide the requested information.
3. TRS/State Service - If the employee has any "Yes" responses in this section,
please identify the appropriate agency or institution.
4. Complete employee basic background information: Ethnic Origin, Gender,
Marital Status, Veteran Status, and for Faculty Positions, Tenure Status.
5. Account/Position Information - The department initiating the PAR must
complete the Full-Time Equivalency Percentage ("% FTE"), Amount of Pay,
Starting and Ending Dates, and the Position number. This information may be
obtained from your departmental copy of SFA's Annual Budget. Enter annual
salaries for Non-Classified positions, and either monthly or hourly salaries for
Classified positions. Refer to the Position Classification Code List and the
Salary Grade Table to determine the Salary Schedule Code for Classified
positions.
The Official University Title and all necessary codes, except for the Object code,
needed for completion of this section may be obtained from the Human
71
Resources Training Code Sheets. The Budget Financial Services Office will
complete the Object code.
Normally all positions' salaries are started at the minimum of the assigned grade
unless in accordance with applicable sections of the Classified Pay Plan, a higher
salary level in the assigned grade is justified. Jf the employee is to be started at a
higher level than the minimum of the assigned grade, the Director of Personnel
ServicesHR must first approve the higher salary level and the department must
make appropriate justifications in the "REMARKS" section of the PAR.
6. Hazardous Duty - Identify if this position is classified as Hazardous Duty.
SECTION III. COMPLETE FOR ALL INTERNAL CHANGES / TRANSFERS /
REAPPOINTMENTS /RETURN FROM LEAVE
Check all reasons that apply: internal change/transfer/reappointment/return from leave.
Do not complete Section II.
1. Reflects all the data relevant to the employee's current department and status.
(Use the information and dates from SFA's Annual Budget.)
2. Reflects all the data relevant to the employee's new department or proposed
status. (Start date will be employee's first date in new position. End date should
show 8/31 of fiscal year if a 12-month appointment or the end date for which the
position is budgeted.)
SECTION IV. COMPLETE FOR ALL LEAVES / SEPARATIONS
Do not complete Sections II and III.
Separations:
1. Identify type of separation and enter code. (Separation codes are found in the
Human Resource Training Code Sheets.)
2. Complete date and time to remove from payroll. List the last day actually
worked (last p

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Transcript

Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
April 18,2000
Volume 167
TABLE OF CONTENTS
Page
00-47 Approval of January 25, 2000 and March 8, 2000 Minutes 1
00-48 Election of Board Officers 1
00-49 Selection of Presidential Search Firm 1
00-50 Election of Interim President 1
00-51 Election of General Counsel 1
00-52 Election of Director of Audit Services 1
00-53 Faculty and Staff Appointments for 2000-2001 2
00-54 Changes of Status 2
00-55 Promotions 3
00-56 Tenure .4
00-57 Regents Professorships for 2000-2001 4
00-58 Faculty Development Leaves for 2000-2001 5
00-59 Retirements 5
00-60 Voluntary Modification of Employment 1 6
00-61 Leave of Absence 6
00-62 Faculty Workload Report for Spring 2000 6
00-63 Curriculum .....6
00-64 Criteria for Admission to Teacher Education 6
00-65 Honors Program 6
00-66 Distance Education Courses 7
00-67 Acceptance of General and Graduate Bulletins 7
00-68 Health Clinic Roofing 7
00-69 Science Building Lecture Rooms 7
00-70 Paving Projects 7
00-71 Energy Management System 8
00-72 Austin Building Exterior Cleaning 8
00-73 Campus Housing Upgrades 8
00-74 Adoption of Summer 2000 Budget 8
00-75 Adoption of Fiscal Year 2001 Budget 8
00-76 Purchase of Computer Equipment for HUES GIS Lab 8
00-77 Purchase of Microcomputer Workstations for McGee Computing Laboratory .9
00-78 Course Fees 9
00-79 Registration and Records Fee 9
00-80 Room and Board Rates 9
00-81 Food Services Contract with ARAMARK 9
00-82 Purchase of Cafeteria and Residence Hall Access System 9
00-83 Distance Learning Fee 9
00-84 University Policies and Procedures 10
Appointment of Board Committees and Presidential Search Committee 10
Reports 10
A. Chair, Faculty Senate
B. President, Student Government Association
C. Interim President
Appendix No. 1 - Curriculum Changes 18
Appendix No. 2 - Criteria for Admission to Teacher Education 26
Appendix No. 3-Course Fees 27
Appendix No. 4 - Room and Board Rates 28
Appendix No. 5 - Budget Changes 29
Appendix No. 6 - Policy Revisions 30
New Assessment of Institutional Effectiveness 32
New Texas Academic Skills Program 33
A-7 Advanced Placement 36
A-14 Minimum Length of Courses 37
A-19 Final Examinations 38
A-21 Guest Lecturers 39
A-31 Meeting and Conducting Classes 40
B-5 Campus Facilities for Political Purposes 41
C-27 Purchases from Employees 42
C-44 Procurement Card 43
C-45 Professional & Consultant Services 48
D-3 Animals on University Property 54
D-8.2 Computing Software 55
D-15 Flag Display 56
E-3A Academic Promotion 57
E-8N Classified Pay Plan 61
E-15 Employee Conduct 69
E-28 Insurance & Other Benefits 71
E-35 Outside Employment 77
E-39 Personnel Action Request 78
E-43 Retirement Programs 81
E-56 Ethics 84
F-5 Building Security 88
F-7.5 Computer Hardware & Software Acquisition 89
MINUTES OF THE MEETING
BOARD OF REGENTS
STEPHEN F. AUSTIN STATE UNIVERSITY
NACOGDOCHES, TEXAS
APRIL 18,2000
The meeting was called to order at 9: 00 a.m. by Chair Jimmy Murphy. Board members
present in Room 307: R. A. Brookshire, Penny Butler, Mike Enoch, Pattye Greer, Susan
Roberds, and Mike Wilhite. Absent: Gary Lopez and Lyn Stevens.
Also present in Board Room 307: Roland Smith, Janelle Ashley, Baker Pattillo, Scott
Beasley, Yvette Clark, and others.
00-47
Upon motion of Regent Brookshire, seconded by Regent Greer, with all members voting
aye, it was ordered that the minutes of January 25,2000 and March 8,2000 be approved as
presented.
00-48
Upon motion of Regent Butler, seconded by Regent Brookshire, with all members voting
aye, it was ordered that the Chair be Jimmy Murphy, Vice Chair be Pattye Greer and
Secretary be Penny Butler.
00-49
Upon motion of Regent Brookshire, seconded by Regent Butler, with Regents Brookshire,
Greer, Murphy and Wilhite voting aye and Regents Butler, Enoch, and Roberds voting nay,
it was ordered that the firm of Harold Webb & Associates be hired to assist with selection
of a President.
00-50
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting aye,
it was ordered that Roland Smith continue as Interim President.
00-51
Upon motion of Regent Roberds, seconded by Regent Wilhite, with all members voting aye,
it was ordered that Yvette Clark continue as General Counsel, with a 3% increase in salary.
00-52
Upon motion of Regent Roberds, seconded by Regent Greer, with all members voting aye, it
was ordered that Steve McGee continue as Director of Audit Services, with a 3% increase in
salary.
00-53
Upon motion of Regent Greer, seconded by Regent Butler, with all members voting aye it was
ordered that the following appointments be approved.
1. Biology
Mr. Terry Jones, Assistant Professor, M.A. (Humboldt State University), at a salary
of $36,250 for 100% time for nine months, effective September 1,2000 contingent
upon completion of doctorate by August 31,2000.
2. General Business
Ms. Susan C. Jennings, Assistant Professor, M.Ed. (Southern Arkansas), at a salary
of $45,000 for 100% time for nine months, effective September 1,2000 contingent
upon completion of doctorate by August 31,2000.
3. Economics and Finance
Dr. Samuel K. Jones, Assistant Professor, Ph.D. (University of Mississippi), at a
salary of $64,500 for 100% time for nine months, effective September 1,2000.
4. Human Services
Dr. Suzanne Calvert, Visiting Professor, Ph.D. (Wichita State University), at a
salary of $25,000 for four and one-half months effective January 1,2000.
5. Mathematics and Statistics
Ms. Sarah T. Stovall, Assistant Professor, M.A. (University of Texas), at a salary of
$38,000 for nine months, effective September 1,2000 contingent upon completion of
doctorate by August 31, 2000.
00-54
Upon motion of Regent Greer, seconded by Regent Mike Enoch with all members voting
aye, it was ordered that that the following changes of status be approved.
1. Biology
Dr. Robert S. Stewart from Assistant Professor of Biology at a salary of $47,076
for 100% time for nine months to Director of Pre-Professional Programs for'100%
time for three months (June through August) at a salary of $15,692 effective June 1,
2aj\H).
2. Elementary Education
Dr. Elvia Rodriguez from 50% Professor/50% Director of ExCET Services for
twelve months to 50% Professor/50% Coordinator of Bilingual/ESL effective
March 23,2000 to August 31,2000.
3. Forestry
Dr. Michael S. Fountain from Professor of Forestry at a salary of $50,714 for
100% time for nine months to Professor and Assistant Dean at a salary of $52,214
for nine months effective January 1, 2000.
Dr. Michael H. Legg from Professor and Assistant Dean of Forestry at a salary of
$56,289 for 100% time for nine months to Minton Professor of Forestry at a salary
of $63,789 for nine months effective January 1, 2000.
4. Liberal Arts
Dr. Robert F. Szafran from Professor and Chair of Sociology at a salary of $77,736
for twelve months to Interim Dean of Liberal Arts at a salary of $86,735 for twelve
months effective September 1, 2000.
5. Psychology
Dr. Gary Ford from Associate Professor of Psychology at a salary of $46,991 for
nine months to Associate Professor and Chair at a salary of $70,115 for eleven
months effective September 1,2000.
6. University Advancement
Dr. Scott Beasley from Dean, College of Forestry at a salary of $101,112 for 12 months to
Dean, College of Forestry and Interim Vice President for University Advancement at a
salary of $113,112 for 12 months, effective April 1, 2000.
7. University Affairs
Mr. Charles Lopez from Student Employment Officer at a salary of $21,182 to
Director of Disability Services at salary of $48,000 for twelve months, effective
February 1,2000.
Ms. Nancy Jeffcoat from Secretary at a salary of $17,751 to Coordinator of
Orientation at salary of $27,365 for twelve months, effective February 15, 2000.
00-55
Upon motion of Regent Brookshire, seconded by Regent Greer, with all members voting
aye, it was ordered that the following individuals be granted promotion to the academic rank
indicated, effective fall semester, 2000.
To Assistant Professor:
Mr. Alan Sowards* Elementary Education
Mr. Randy McDonald* Secondary Education
Ms. Patty Ellison* Nursing
* Contingent upon completion of doctorate by August 31, 2000.
To Associate Professor:
Dr. Gary Mayer Communications
Dr. Jan Serrano Economics/Finance
Dr. Patricia Nason Elementary Education
Dr. David Lewis Ait
Dr. Sylvia Mylan English
Dr. RJ. Wiggers Biology
Dr. Josephine Taylor Biology
Dr. James VanKley Biology
Dr. Michelle Harris Chemistry
To Professor:
Dr. Tim Cherry Agriculture
Dr. Rebecca Greer Human Services
Dr. John Goodall Music
Dr. Charles Gavin Music
Dr. Linda White English
Dr. Dale Hearell English
To Professor Emeritus
Dr. Dan Beaty . Music
Dr. James Dickson Political Science
Dr. Jose Rodriguez Secondary Education
Dr. Wayne Wilson Psychology
00-56
Upon motion of Regent Greer, seconded by Regent Brookshire, with all members voting
aye, it was ordered that academic tenure be awarded to the following individuals, effective
September 1, 2000.
Dr. John Boyd Criminal Justice
Dr. Jan Serrano Economics/Finance
Dr. Patricia Nason Elementary Education
Dr. Kenneth Farrish Forestry
Dr. Michelle Harris Chemistry
00-57
Upon motion of Regent Wilhite, seconded by Regent Greer, with all members voting aye, it
was ordered that the following be awarded Regents Professorships for the academic year
2000-2001.
Dr. Leonard A. Cheever English and Philosophy
Dr. Norman L. Markworth Physics and Astronomy
00-58
Upon motion of Regent Butler, seconded by Regent Greer, with all members voting aye, it
was ordered that the faculty members listed below be awarded Faculty Development Leaves
for the semester(s) indicated.
Fall. 2000:
Dr. Marsha Bay less General Business
Dr. Jill Carrington Art
Dr. Tom Segady Sociology
Spring. 2001:
Dr. Vinay Kothari Management/Marketing/International Business
Dr. Jarrell C. Grout Computer Science
Dr. Elizabeth Rhodes Kinesiology/Health Sciences
Dr. Mingteh Chang Forestry
Dr. Heinz Gaylord Psychology
Dr. John W. Dahmus History
Dr. Gregory K. Miller Mathematics/Statistics
Dr. James VanKley Biology
Fall 2000 and Spring. 2001:)
Dr. Bill Weber Human Services
Dr. Sandra McCune Elementary Education (50% leave per term)
00-59
Upon motion of Regent Butler, seconded by Regent Greer, with all members voting aye, it
was ordered that the following retirements be accepted.
1. Biology
Dr. Walter V. Robertson, Professor, effective August 31, 1999
Dr. Harry S. McDonald, Professor, effective December 31, 1999
Dr. Wayne G. Slagle, Professor, effective May 31, 2000
2. Elementary Education
Dr. Elvia Rodriguez, Professor & Coordinator Bilingual/ESL, August 31, 2000
3. English/Philosophy
Dr. James E. Magruder, Associate Professor, May 31, 2000
4. Forestry
Dr. David Lenhart, Professor, August 31, 1999
5. Mathematics/Statistics
Dr. Calvin P. Barton, Professor, May 31, 2000
6. Political Science/Geography
Dr. James G. Dickson, Professor, May 31, 2000
00-60
Upon motion of Regent Greer, seconded by Regent Butler, with all members voting aye, it
was ordered that the following requests for retirement and subsequent modification of
employment be approved:
Dr. James R. Snyder, Art, effective fall 2000
Dr. Fred Rainwater, Biology, effective fall 2000
Dr. Orlynn R. Evans, Computer Science, effective fall 2000
00-61
Upon motion of Regent Butler, seconded by Regent Enoch, with all members voting aye, it
was ordered that approval be granted for Dr. Payette's request for an unpaid leave of
absence from September 2000 through May 2001.
00-62
Upon motion of Regent Butler, seconded by Regent Greer, with all members voting aye, it
was ordered that the faculty workload report for Spring 2000 be approved.
00-63
Upon motion of Regent Butler, seconded by Regent Greer, with all members voting aye, it
was ordered that the Board of Regents approve the undergraduate and graduate curriculum
changes listed in Appendix No. 1.
00-64
Upon motion of Regent Butler, seconded by Regent Greer, with all members voting aye, it
was ordered that the changes in the Criteria for Admission to Teacher Education as
presented in Appendix No. 2 be approved, effective Fall, 2000.
00-65
Upon motion of Regent Wilhite, seconded by Regent Greer, with all members voting aye, it
was ordered that the Honors Program be re-designated the Honors School and the Honors
Program Director be the Associate Dean of the College of Liberal Arts.
00-66
Upon motion of Regent Wilhite, seconded by Regent Brookshire, with all members voting
aye, it was ordered that approval be granted to offer the following courses in the Fall 2000
semester.
Internet Based:
MUS 140.501 MA: Introduction to Art Music
ENG 131.501 Composition: Critical and Analytical
Interactive Video from SFA to Longview University Center - UT Tyler
CJS 450.720 Medicolegal Investigations (Forensics)
COM 270.701 Non Verbal Communication
Interactive Video from SFA to Panola College
CJS 450.721 Medicolegal Investigations (Forensics)
Interactive Video from SFA to Martinsville ISP
HIS 133.714 US History 1000-1877
Interactive Video from SFA to Texas A&M Kingsville
SWK 501.701 Introduction to Social Work Profession
SWK 504.701 Introduction to Rurality
00-67
Upon motion of Regent Brookshire, seconded by Regent Roberds, with all members voting
aye, it was ordered that the General Bulletins (undergraduate and graduate) be accepted:
00-68
Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye, it
was ordered that the Physical Plant be authorized to develop specifications and obtain bids
for replacement of the roof of the Health Clinic and that the President be authorized to sign
the contracts, at a price not to exceed $71,500.
00-69
Upon motion of Regent Wilhite, seconded by Regent Brookshire, with all members voting
aye, it was ordered that the initial construction approval for the Science Building of
$7,100,000 be amended to include Alternates 4 and 5, bringing total project cost to
$7,395,400 and that the President be authorized to sign the contract.
00-70
Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye, it
was ordered that the Physical Plant be authorized to proceed with the repair and re-paving
work of on-campus streets and parking lots, including East College Street from Forestry to
the bridge at Lanana Creek and repair and overlay of the commuter lot on Univeristy Drive,
plus seal coating Lot 43A (behind Steel Hall) and Lot 8F (Education), and that the President
be authorized to sign the necessary contracts and purchase orders, at a cost not to exceed
$69,500 for the street work and $71,912 for the parking lot work.
00-71
Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye, it
was ordered that the Physical Plant be authorized to purchase and install the needed
hardware to upgrade the energy management system as well as the current level software,
and that the President be authorized to sign the necessary purchase orders and contracts.
The cost for the material, which is on State Contract, will not exceed $300,000. Source of
funds: $200,000 current allocated HEAF and $100,000 future HEAF funds.
00-72
Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye, it
was ordered that the university be authorized to obtain bids for the cleaning and
waterproofing of the Austin Building and that the President be authorized to sign the
contract. Source of funds is current HEAF allocation for building cleaning, and the total
price will not exceed $ 170,000.
00-73
Upon motion of Regent Wilhite, seconded by Regent Butler, with all members voting aye, it was
ordered that approval be given for two additional phases of the campus housing upgrade project,
and that the President be authorized to sign the contracts:
1. Networking electronics for Steen Hall for $88,562 from Resellers Corp.
2. Addition of 58 parking spaces on the corner of Baker and Carolyn Streets for $66,743 with J. E.
Kingham Construction Company as contractor, with an authorized construction contingency of
$5,000.
00-74
Upon motion of Regent Roberds, seconded by Regent Enoch, with all members voting aye,
it was ordered that faculty and staff salaries and benefits included in the annual budget be
increased by $121,256 to provide funding for the education and general portion of the 2000
summer budget, and that the total summer budget of $3,566,128 be approved as presented.
00-75
Upon motion of Regent Roberds, seconded by Regent Brookshire, with all members voting
aye, it was ordered that the operating budget for the 2000-01 fiscal year in the amount of
$117,646,984 be approved as presented, which includes a $2 per semester credit hour
increase in S.B. 1907 Designated Tuition, a 3% increase in Room and Board, and a 3%
merit pool for employees.
00-76
Upon motion of Regent Roberds, seconded by Regent Wilhite, with all members voting aye,
it was ordered that the Board of Regents approve the purchase of equipment for the HUES
GIS Laboratory listed below in an amount not to exceed $100,000 with funds provided
through a contract with the City of Nacogdoches.
00-77
Upon motion of Regent Roberds, seconded by Regent Enoch, with all members voting aye,
it was ordered that the purchase of 28 to 32 microcomputer workstations and 30 to 34
network computers be approved, at a cost not to exceed $130,000 and that the President be
authorized to sign purchase orders and contracts. The source of funds is:
$ 84,000 HEAF 174018
46.000 Instructional Capital 176302
$130,000 TOTAL
00-78
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting aye,
it was ordered that the Board of Regents adopt the proposed modifications in the Schedule
of Course Fees in excess of $6.00 as shown in Appendix No. 3, effective beginning with
registrations for Fall, 2000.
00-79
Upon motion of Regent Roberds, seconded by Regent Greer, with all members voting aye, it
was ordered that the Registration Fee be increased from $5 to $8, and that up to 12 free
transcripts be provided per year at no charge to students, and that the fee be renamed
Registration and Records Fee.
00-80
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting aye,
it was ordered that a 3% increase in room and board rates for FY 2000-2001 be approved, in
accordance with the schedule presented in Appendix No. 4.
00-81
Upon motion of Regent Roberds, seconded by Regent Enoch, with all members voting aye,
it was ordered that ARAMARK receive a 3% increase for the 2000-2001 school year, and
the President be authorized to sign the contract.
00-82
Upon motion of Regent Roberds, seconded by Regent Greer, with all members voting aye, it
was ordered that the Diebold cafeteria and residence hall access system be purchased at a
price not to exceed $ 180,000.
00-83
Upon motion of Regent Roberds, seconded by Regent Butler, with all members voting aye,
it was ordered that the distance learning fee of $35 per semester credit hour to be modified
to "up to $35 per semester credit hour" and fee for Fall, 2000 be set at $15 per semester
credit hour.
00-84
Upon motion of Regent Roberds, seconded by Regent Wilhite, with all members voting aye,
it was ordered that the Board of Regents adopt the policy revisions as presented.
Appointment of Board Committees and Presidential Search Committee
Boafd Chair Jimmy Murphy appointed the following committees:
BOR Executive Committee: Chair Jimmy Murphy, Vice Chair Pattye Greer, Secretary
Penny Butler
BOR Finance Committee: Chair Susan Roberds, R. A. Brookshire, Gary Lopez
BOR Academic & Student Affairs Committee: Chair Mike Enoch, Penny Butter, Mike
Wilhite
BOR Building & Grounds Committee: Chair Mike Wilhite, Pattye Greer, Lyn Stevens
Presidential Search Committee: Chair, Mike Wilhite, Pattye Greer, Jill Dumesnil, Teny
Box, Donnya Stephens, Jackie Cannon, Ron Collins, Roy Blake, Tyann Akins, Student
Body President, Special Liaison Dr. Roland Smith
REPORTS
A. Faculty Senate Chair
1. Departing comments as outgoing Faculty Senate Chair
2. Update on Faculty Senate actions
3. Response to items listed on Board agenda
4. University issues of concern to faculty:
a. faculty listserve
b. faculty salaries and other faculty recruitment difficulties
c. administrator evaluations
d. academic reputation
e. graduate student stipends
f. system issues
g. presidential search
B. Student Government Association President
1. Departing comments as outgoing Student Government President
2. Library hours
3. Lighting on campus
4. Parking
C. Interim President
1. Pulmonary Health Grant
2. Graduation
3. SACS Update
Meeting was adjourned at 10:32 a.m.
10
UNDERGRADUATE COURSE PROPOSALS
A. Additions
Department and Number le and Credit
Communication - COM 102
Communication - COM 381
Intro, to Human Communication (3)
Public Relations Writing (3)
Communication - COM 412 Interpersonal Crisis Com. (3)
Communication - COM 435
Communication - COM 460
Intercultural Communication (3)
Social Work - SWK 455
Issues Mangmt. and Crisis Resp. (3)
Research Practicum (3)
Business - BLW 330
Economics - ECO 345
Personal Law (3)
Industry Structure, Market Power, and Antitrust Legislation (3)
Economics - ECO 439 Labor Economics (3)
Economics - ECO 485
Finance - FIN 265
Internship in Economics (3)
Real Estate Principals (3)
Finance - FIN 268 Real Estate Appraisal (3)
Elementary Education - ELE 442
Reading -RDG 310
Student Teaching Seminar (3)
Reading-RDG318
Foundations of Literacy (3)
Early Literacy Development (3)
Reading - RDG 320 Upper Level Literacy Development (3)
Reading - RDG 322
Kinesiology - KIN 277
Development of Written Communication (3)
Kinesiology - KIN 332
Kinesiology - KIN 477
Challenge Course Activity (1)
Health and Kinesiology for Children (3)
Secondary Education - SED 443
Challenge Course Facilitation (3)
Student Teaching Seminar (3)
Art-ART481
Theatre -THR 441
Abstract Expressionism in Postmodern Art (3)
Theatre for Children (3)
Music - MUP 338 Accompanying (1)
Forestry-FOR 151
Forestry - FOR 152
Forestry-FOR219
Introduction to Outdoor Recreation (2)
Introduction to Wildlife Management (2)
Dendrology (3)
Forestry - FOR 224
Forestry - FOR 305
Forestry - FOR 337
Aerial Photo Interpretation of Natural Resources (3)
Wildlife Techniques (3)
Introduction to Fire Management (2)
Forestry - FOR 402 Field Ecology (3)
Forestry-FOR428 Intensive Silviculture (3)
Forestry - FOR 466 Urban Wildlife Management (3)
Latin American Studies - LAS 250 Introduction to Latin American Studies (3)
Latin American Studies - LAS 450
English - ENG 324
Biology-BIO 125
Latin American Studies Seminar (3)
Special Topics in Linguistics (3)
Life/Earth Science for Elementary Education Majors (4)
Biology - BIO 390 Behavioral Ecology (3)
Biology - BIO <4 45
Chemistry - CHE 125
Developmental Biology (3)
Math - MTH 306
Introductory Physical Science (4)
Concepts and Applications (3)
Math - STA 327
Geology - GOL 125
Experimental Design and Analysis (3)
Life/Earth Science for Elementary Education Majors (4)
Physics - PHY 125 Introductory Physical Science (4)
B. Changes
C. Deletions
GRADUATE COURSE PROPOSALS
SPRING, 2000
New Courses
Course Title
ART 502 Abstract Expressionism to Post...Art
BIO 502 Aquatic Vascular Plants
BIO 502L Aquatic Vascular Plants Lab
CHE 503 Intro to Biotechnology
CJS 510 Agency Risk Assessment
CJS 550 Issues in Public Safety Admin.
COM 535 Intercultural Communication
COM 560 Issues Mgt. and Crisis Response
ELE 520 Survey of Teaching
ELE 542 PBIC Field Internship
ELE 572 Te. Reading & Other to Ling...Learners
ELE 573 Te. Math, Science...Bilingual Classroom
ELE 584 Research and Analysis of Teaching
ENG 525 Linguistic Analysis
ENG 526 Psycholinguistics: Lang. Acquisition
ENV 571 Sp. Topics in ENV
EPS 580 Educational Psychology
FOR 502 Adv. Field Ecology
FOR 511 Conservation of Natural Resources
FOR 527 Adv. Intensive Silviculture
FOR 550 Adv. Wildlife Habitat Management
FOR 557 Ecological Field Methods
FOR 566 Advanced Urban Wildlife Management
KIN 530 Seminar in Athletic Training
KIN 531 Advanced Therapeutic Modalities
Major
Art - Studio
Biology
Biology
Biotechnology
Public Admin.
Public Admin.
Communication
Communication
Cert, or ELE
Initial Certification
ELE
ELE
ENG & ESL endorse.
ENG & ESL endorse.
ENVS
Teacher Cert.
Forestry
Forestry
Forestry
Forestry
Forestry
Forestry
Kinesiology
Kinesiology
Notes
Adds new field of study to curriculum
New course on wetland plants
Zero credit hours - Visits to wetland areas
For science teachers and medical personnel
Analyzing legal liabilities for public agencies
May be repeated once with different issues
Cross-listed with COM 435
Cross-listed with COM 460
For students with no previous education courses
Practicum for grad. students seeking initial teacher
certification. May be repeated.
Reinstatement of course in bilingual education
Reinstatement of course in bilingual education
Reinstatement of course on research in teaching
Formerly taught under special topics course
Formerly taught under special topics course
To offer flexibility in topics - may be repeated
Adds instruction in EdPsych at the graduate level
Adds content in synecology & field ecology
Expands course offerings in conservation
Expands course offerings in silviculture
Provides advanced study in this area
Supplements content presented in FOR 550
Adds content in urban mgt. of wildlife populations.
Adds study in athletic training to the curriculum
Adds study in athletic training to the curriculum
KIN 532 Eval. of Lower Extremity Injuries
KIN 533 Eval. of Upper Extremity Injuries
KIN 534 Org/Adm of Athletic Training
PHY 534 Solid State Physics
RDG 505 Skills for Reading, Advanced
SED 591 Prac. Inquiry & Action Research I
SED 592 Prac. Inquiry & Action Research II
SPE519 Low Vision
SPE 539 Intro to Behavior Analysis
SPH 513 Audiology Practicum
SPH 514 Comm. Disorders in Multi-Cult. Pop.
SWK 549 Adv. Field Instruction I
SWK 559 Adv. Field Instruction II
Kinesiology
Kinesiology
Kinesiology
Physics
Cert, or ELE
Sec. Education
Sec. Education
Special Education
Special Education
Speech Pathology
Speech Pathology
Social Work
Social Work
Adds study in athletic training to the curriculum
Adds study in athletic training to the curriculum
Adds study in athletic training to the curriculum
Formerly taught under "topics"
Reinstatement of advanced course in Reading
Adds a research course for non-thesis students
Adds a 2nd research course for non-thesis students
Provides content in Visual Impairment for Sp. Ed.
Adds content in beh. analysis for special ed. teachers
Practical experience in audiology
Adds new content at the graduate level
Practicum for part-time students
Continuation of SWK 549
Course Changes
Course Title
ART 580 Modern Art
ART 582 Studies in Hist, of Photography...
BIO 504 Animal Ecology
CSC 421 Applied Operations Research
CSC 431 System Simulation & Model Bldg.
FIN 510 International Finance
FIN 554 Inv. Analysis & Portfolio Mgt.
KIN 511 Org/Adm of Health, PhyEd, Rec, & Dan.
MGT 571 Operations Management
MGT 580 Quantitative Mgt. Applications
MGT 581 Info. Systems in Organizations
SWK 500 Soc. Work Research Methods
SWK 501 Intro to the Social Work Profession
SWK 502 Human Beh & the Social Environment
SWK 505 Generalist Practice I
SWK 510 Advanced Research Methods
ajor
Art - Studio
Art - Studio
Biology
Computer Science
Computer Science
MBA,MPA
MBA,MPA
Kinesiology
MBA
MBA
MBA
Social Work
Social Work
Social Work
Social Work
Social Work
Type Notes
Change Change in description & scope
Revision Change in description to modernize course
Revision From lecture/lab course to lecture/seminar
Change Change in prerequisites
Change Change in prerequisites
Revision Change in title, description, and prerequisites
Change Change in prerequisites
Change Change in title reflects broader scope
Change Change in prerequisites
Change Change in prerequisites
Change Change in prerequisites
Revision* Change in title, description, & credit hours
Change* Change from 2 to 3 credit hours
Change* Change in course description
Revision* Change in title, description, & credit hours
Revision* Change in title, description, & prerequisites
Content added to SWK 519
Change in course description, credit hours,
and prerequisites
Change in course title, description, and
prerequisites
Change in course title, description, credit
hours, and prerequisites
Change in description, credit hours,
requirements and prerequisites
Seminar moved to SWK 529
Change in title and course description
Change in description, credit hours &
requirements - adds seminar
Seminar moved to SWK 539
Change in course description, requirements,
credit hours, and prerequisites
* For further explanation, please see Dr. Michael Daley's memo regarding the proposed changes in the curriculum of the Master of Social Work
program.
00
Appendix No. 2
Stephen F. Austin State University
Criteria for Admission to Teacher Education
Effective Fall, 2000
1. A degree plan with approximately 66 semester hours completed including at least 12 at SFASU.
These hours must include:
6 hours Freshman English with at least a C in each class
3 hours from Communication 111 or BCM 247 with at least a C*
*»4 hours science
3 hours history
3 hours political science
3 hours college level mathematics withat least a C * *
All of the above courses must be compatible with the individual's degree plan.
2. A grade of C or better in Educational Psychology 380.
3. A GPA of 2.5 in courses on the degree plan, and taken at SFA., in each teaching field and overall.
This GPA must be maintained throughout the program.
4. Demonstrated skills in reading with:
a. an SAT score of 1070 or an ACT score of 23 or
b. a TASP reading score of 260.
5. Demonstrated skills in written communication with:
a. an SAT score of 1070 or an ACT score of 23 or
b. a TASP writing score of 220.
6. Demonstrated skills in mathematics with:
a. an SAT score of 1070 or an ACT score of 23 or
b. a TASP mathematics score of 230.
7. The signature of one faculty member from the appropriate teaching field.
8 . Any individual admitted to teacher education who wishes to substitute experience and/or professional
training directly related to the certificate being sought for part of the preparation requirements may
apply to the Dean for a committee review. The Dean will appoint a committee composed of professors
from the teaching field and professional development to interview the person, review the person's
resume, and make a decision.
9. Students must furnish proof of a criminal background check dated within six months of the date on the
Application for Admission to Teacher Education.***
These rules are subject to change by action of the State Board for Educator Certification or by the SFASU Teacher Education
Council.
* Satisfies the requirement for proficiency in oral communication.
** Satisfies the requirement for critical thinking skills.
*** Convicted felons are not eligible for admission to Teacher Education.
19
Appendix No. 3
Modifications to Schedule of Course Fees
College of Applied Arts and Sciences
20
Stephen F. Austin State University
Room and Board Rates for 2000-2001
Appendix No. 4
Residence Hall
Fall and Spring Semester
w/7 Day w/7 Day
14 Meals 20 Meals
Summer 1 or II
w/7 Day w/7 Day
14 Meals 20 Meals
1
2
3*
5
7
9
10
11
12
13
14
15
16
17
18
20
Units 1
Units 11
Units 111
Wisley Hall
Todd Hall
North Hall
Hall 10
Mays Hall
South Hall
Wilson Hall
Hall 14
Griffith Hall
Hall 16
Steen Hall
Kerr Hall
Hall 20
Rates above include sales tax for Board
Apartments
Starr Apartments
Raguet Apartments
Garner Apartments
Clark Apartments
University Woods
* Includes Utilities, Cable Television and Telephone.
** Includes Utilities, Cable Television, Telephone, and Laundry Facilities.
Includes Cable Television and Telephone.
For Accounting Purposes Only:
21
Appendix No. 5
STEPHEN F. AUSTIN STATE UNIVERSITY
SCHEDULE OF BUDGET INCREASES
January 1, 2000 through March 31, 2000
ACTIVITY RECIPIENT TRANSFER SOURCE
22
Appendix No. 6
Policies for Board Review
April 18,2000
23
Appendix No. 6
Policies for Board Review
April 18,2000
24
Assessment of Institutional Effectiveness New
Original Implementation: Unpublished
Last Revision: April 18, 2000
It is the policy of Stephen F. Austin State University to engage in systematic, broad-based,
interrelated, and appropriate planning for and evaluation of its educational activities and of its
administrative and educational support services. Annually, each unit of the institution will
submit two institutional effectiveness documents:
1. A plan for the year to come specifying.the unit's goals and objectives for that year, and
describing how achievement of objectives is to be measured or assessed. The goals of the
unit must be consistent with the University's mission and with the unit's own mission.
2. A report covering the preceding year specifying the results of assessment of the unit's
stated objectives for that year and detailing what changes and improvements have resulted
from that assessment activity.
The format of these documents may be specified by the Vice President for Academic Affairs.
Source of Authority: President
Cross Reference: None
Contact for Revision: President
Forms: None
25
Texas Academic Skills Program New
Original Implementation: April 18,2000
Last Revision: None
The SFASU Texas Academic Skills Program policy elaborates the requirements established
by the Texas Higher Education Coordinating Board. Ambiguities or omissions in the
following policy are to be resolved in accordance with Coordinating Board regulations as set
out in the current issue of the Board's publication, TASP Policy Manual. The purposes of
this policy are,
• To provide for quality and accountability of the developmental education program, and;
• To promote improvement in, and the effective delivery of, the developmental education
program.
TASP is a program mandated by State law that requires skills testing of most students before
they enter a Texas institution of higher education, and that prescribes developmental
education for all students whose test scores indicate they lack reading, writing, and/or
mathematical skills needed to succeed in college courses.
Exemption from Testing
Students are exempt from TASP testing if, and only if, they meet one of the following
criteria:
1. Student earned at least three semester hours of college credit before September 1, 1989.
2. Student is legally deaf or legally blind and earned at least three semester hours of college
credit before September 1, 1995.
3. Student earned scores as specified in the TASP Policy Manual on the exit-level Texas
Assessment of Academic Skills test (TAAS), the ACT test or the Scholastic Assessment
Test (SAT). Such scores must have been earned within the time span specified in the
TASP Policy Manual.
4. Student is 55 years of age or older and is not seeking a degree.
5. Student is enrolled temporarily at SFASU, is not seeking a degree from SFASU, and is
also enrolled in a private or out-of-state institution of higher education or has graduated
from an institution of higher education.
6. Student is participating in the National Student Exchange Program from another state and
is not seeking a degree from a Texas institution of higher education.
7. Student is a citizen of a country other than the United States of America and is not
seeking a degree from SFASU.
8. Student transfers sixty or more college-level credit hours from a private or out-of-state
institution to SFASU and earned the grade of "B" or better on designated courses in
reading, writing, and mathematics.
9. Student possesses a baccalaureate degree from an accredited institution of higher
education.
Testing Requirements
With only the exceptions noted below, all non-exempt students must have TASP Test scores
or their equivalent on file at SFASU before registering for classes at SFASU. Only initial
testing may be accomplished with alternative tests; all subsequent testing must employ the
TASP test. Approved alternative tests and minimum passing scores and conditions are
specified in the TASP Policy Manual.
Exceptions:
No non-exempt student may register for classes more than once without appropriate TASP
testing. Non-exempt students may initially register for classes without TASP or equivalent
scores under only the following circumstances:
26
1. Student suffered documented illness or injury or other bona fide emergency that
prevented testing.
2. Student possesses documented disability for which reasonable and appropriate
accommodations could not be provided in a timely manner.
3. Student is legally deaf and has not yet taken the approved alternative - the Stanford
Achievement Test. (Such students must take the Stanford Achievement Test at the first
available opportunity.)
4. Student, through no personal fault, has still not been tested after all reasonable
institutional testing opportunities have passed.
5. Upon recommendation of student's academic dean it is concluded that student's best
interests will be served by delaying testing until the next available testing date.
Developmental Education Program and Advising
Non-exempt students who do not pass one or more parts of the TASP Test or equivalent test
must engage in appropriate, continuous developmental education in each deficient area
beginning immediately. Students are advised with respect to TASP-mandated developmental
education by a TASP advisor in the Office of the Dean of Liberal Arts. All students with
TASP deficiencies must contact the TASP advisor before registering for classes each
semester. Most students who are required to participate in developmental education will be
referred to appropriate course-based remediation. All academic advising not mandated by
TASP is conducted by advisors in the department of the student's major, or, in the case of
students who have not declared a major, in the Office of the Dean of the College of Liberal
Arts.
Meeting Developmental Requirements
For each part of the TASP test not passed, students must continue in assigned developmental
education until they (a) pass the designated part of the TASP test, and (b) earn a grade of "C"
or better in assigned course-based remediation, or of "P" in tutorial remediation. Only
students who earn a score of 270 or higher on the relevant part of the TASP test are exempt
from the foregoing requirement for a "C" or a "P."
Meeting Developmental Requirements by the "B-Rule" Alternative
Instead of passing the relevant part of the TASP test, students may satisfy TASP
requirements as follows:
1. Make a "C" or better in the relevant, assigned developmental course.
2. Sign a "B-Rule Contract" in the TASP office.
3. Take an appropriate course in the area of TASP deficiency, as specified in the TASP
Policy Manual
4. Do not drop the approved "B-rule" course.
5. Earn a grade of "B" or better in the approved "B-Rule" course.
6. Students who initiate the "B-rule" procedure at SFA must satisfy its requirements with
courses taken at SFA. Students who satisfy another institution's "B-rule" requirements
receive credit at SFA for having done so.
7. Students who attempt to satisfy TASP requirements using the "B-Rule" procedure, but
who fail to earn the required "B" may only be permitted to attempt the "B-Rule"
procedure again with approval of the TASP advisor.
Status of Transfer Students
Students who have satisfied TASP requirements in a particular area at another institution
have satisfied those requirements at SFA. Developmental courses taken at another institution
in an area in which the transfer student has not yet satisfied TASP requirements do not
necessarily satisfy SFA's developmental requirements. All transfer students entering SFA
with outstanding TASP obligations are advised by the TASP Advisor as to their appropriate
developmental program. The transcripts of students transferring from SFA to another
27
institution will indicate the student's TASP status, and will contain a record of the
developmental courses they have completed.
Attendance, Grades, and Academic Standing
Students taking developmental courses because of TASP deficiencies are required to attend
classes. Students who miss more than 300 unexcused minutes, or more than 450 total minutes
of a required developmental class will receive an "F" in that class. Earning an "F" in a required
developmental course results in academic probation. Earning another "F" in the following
semester in a required developmental course results in academic suspension. Attendance at
required developmental courses is to be monitored by the instructors of those courses and
recorded in the TASP Office.
Limitations on Course Enrollment
Students who have not satisfied all TASP requirements are limited in the courses for which
they are permitted to enroll, as follows:
1. Students who have not satisfied TASP Writing requirements may not take college-level
English courses.
2. Students who have not satisfied TASP Mathematics requirements may not take college-level
mathematics courses. Students who have earned a score of less than 270 on the
TASP mathematics test, and who have failed to achieve a satisfactory score on an
alternative test specified by the Department of Mathematics, must earn a grade of "C" or
better in Mathematics 099 before being permitted to take college-level mathematics
courses.
3. Students who have not fully satisfied their TASP requirements, and whose total semester
hours earned plus the semester hours currently registered for exceed 59, may not take
courses numbered 300 or higher.
Mechanisms and Standards for Evaluating Developmental Education Effectiveness
Beginning in the 2000-2001 academic year, and every third year thereafter, the TASP
Director will conduct a self-study of the effectiveness of developmental education at SFA.
Self-study procedures recommended by the Texas Higher Education Coordinating Board will
be employed.
Source of Authority: Vice President for Academic Affairs
Cross Reference: Texas Higher Education Coordinating Board TASP Policy Manual
Contact for Revision: Vice President for Academic Affairs
Forms: None
28
Advanced Placement Index A-7
Original Implementation: September 4,1979 Page 1 of 1
Last Revision: April 21,1998
Stephen F. Austin State University offers several options for students to earn
college credit through various placement programs and national examinations.
Students can receive college credit through the College Level Examination
Program (CLEP), Advanced Placement Program (AP) of the College Board,
International Baccalaureate Program and SFA departmental examinations.
The responsibility of initiating a departmental advanced placement program
(system that allows students to by-pass certain courses) or internally
administered examinations rests with the individual department. A request to
offer a departmental advanced placement program must be submitted by the
department chair through the dean of the college to the Academic Affairs
Council for review and approval. Departments shall annually review and |
update their programs as part of the university's general bulletin revision
process.
Criteria governing the Advanced Placement Program of the College Board, and
the College Level Examination Program and the International Baccalaureate
shall be reviewed by the academic departments with recommendations for
course credit submitted through the dean of the college to the Academic Affairs
Council for review and approval. The review of the criteria will be initiated by
the Office of Admissions on a periodic basis dependent upon the receipt of test
and resource material from the College Board.
The university's general bulletin shall communicate the current regulations
governing the Credit by Examination and Advanced Placement Program.
Source of Authority: Vice President for Academic Affairs
Cross Reference: General Bulletin, Student Handbook and Activities Calendar
Contact for Revision: Vice President for Academic Affairs
Forms: None
29
Minimum Length of Courses A-14
Original Implementation: February 4, 1986
Last Revision: January 20, 1998 April 18, 2000
Stephen F. Austin State University requires that each course (except individual instruction)
that it offers for degree credit shall conform, in format, to the Rules and Regulations of the
Texas Higher Education Coordinating Board.
Permission to offer a course in a shortened format must be given by the appropriate academic
dean and the Vice President for Academic Affairs, who shall determine that the format and
content make it appropriate for shortened duration, and that the quality of the course is equal
to or better than a course offered under a regular format. A student enrolled in such a course
must meet the regular admissions requirements of the University.
Source of Authority: Texas Higher Education Coordinating Board, President, Vice
President for Academic Affairs
Cross Reference: Policy, Procedures and Format Guidelines, Texas Higher Education
Coordinating Board, 1992
Contact for Revision: Vice President for Academic Affairs
Forms: None
30
Final Examinations A-19
Original Implementation: June 16, 1982
Last Revision: January 20, 1998 April 18,2000
Faculty members conducting classes shall adhere to the official schedule for administering
final examinations published in the Schedule of Classes and distributed to the faculty by the
Vice President for Academic Affairs. Exceptions may be made by the appropriate academic
dean.
Source of Authority: Vice President for Academic Affairs
Cross Reference: Faculty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: None
31
Guest Lecturers A-21
Original Implementation: October 1, 1980
Last Revision: January 20, 1998 April 18, 2000
Occasionally, a faculty member may find it desirable to have a guest lecturer not affiliated
with the University address his/her class. When guest lecturers not affiliated with the
University are utilized in the conduct of a class, it is the obligation of the faculty member to
assure that the principles of academic responsibility are upheld. Except as provided under
policy governing absences from classes by faculty, the faculty member will be present when
a guest lecturer addresses his/her class.
Source of Authority: Vice President for Academic Affairs
Cross Reference: Faculty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: None
32
Meeting and Conducting Classes A-31
Original Implementation: June 16, 1982
Revision: January 20, 1998 April 18, 2000
Faculty members shall meet their assigned classes at the times and places as officially
scheduled. Courses shall be conducted in accordance with the descriptions contained in the
University's General Bulleting and Graduate Bulletin. Exceptions may be made with
appropriate administrative approval.
Source of Authority: Vice President for Academic Affairs
Cross Reference: General Bulletin, Graduate Bulletin, Faulty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: None
33
Campus Facilities for Political Purposes B-5
Original Implementation: April 27, 1970
Last Revision: April-24;-4-998 April 18. 2000
While the use of the facilities of the University for partisan political assemblies and meetings is
not normally encouraged, the faculty and administration, as members of a learned and honorable
profession, may properly exercise their acknowledged individual rights and obligations of
citizenship free of University discipline or censorship.
Individual political candidates and their election organizations are not permitted to reserve a
University facility for campaign activities. However, if a candidate is invited by a University
group, then he/she may appear in the facility, provided that the group extending the invitation is
responsible for reserving the facility and meeting the costs related to the event.
No member of the Board of Regents shall undertake to influence the political opinions of
personnel subject to the Board's jurisdiction, but such personnel are requested to exercise their
individual rights or citizenship or academic freedom in a responsible manner reasonably
calculated not to identify or associate with the University.
A University employee may not use his/her official authority or influence to coerce the political
action of a person or body.
Source of Authority: Board of Regents Rules and Regulations, Texas Government Code §
556,004
Cross Reference: None
Contact for Revision: President
Forms: None
34
Purchases From Employees C-27
Original Implementation: Unpublished
Last Revision: October 11 1997ApriL 24. 2000 |
No purchase of any kind shall be made from any officer or employee of the State of Texas or any
of its agencies unless the price is equal to or less than that which can be obtained from any other
known and ethical source. Possible conflicts of interest are to be avoided whenever possible.
Documentation showing comparative or bid pricing from a minimum of two other sources is
required on any Procurement Card purchase, LPA, Purchase Orders, or voucher submitted for
payment to an employee of the State of Texas or any of its agencies.
Source of Authority: Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Purchasing and Inventory
Forms: None
35
Procurement Card C-44
Original Implementation: July 26, 1999
Last Revision: NefteApriL 2000
Orders for supplies and small items in amounts not exceeding $2000 may be purchased
using a University Procurement Card (ProCard). The terms and conditions of the
MasterCard Procurement Card contract were specified and awarded by the General
Services Commission for the State of Texas. In addition to internal policies and
procedures, Stephen F. Austin will comply with the terms and conditions of the state
contract in the implementation of this program.
Responsibilities
ProCards will be issued in the name of the employee with the State of Texas emblem and
the wording 'Official Use Only1 clearly indicated on the card. The ProCard is to be used
for official University business purposes only and may not be used for ANY personal
transactions. The employee is responsible and accountable for the security and
documentation associated with the use of the SFA Procurement Card. Documentation
shall include maintaining a Transaction Log with copies of all receipts and
documentation of all purchases made with the ProCard. In addition, all returns, credits
and disputed charges must be listed and documented with the Transaction Log.
The Account Manager or his/her designee is responsible for: 1) designating departmental
cardholders; 2) determining spending limits; 3) establishing yearly encumbrance amounts
for each account against which credit card charges will be made; and 4) approving
monthly reconciliations of ProCard cardholder statements and transaction logs to ensure
purchases are within SFA's policies and procedures and departmental budgets. Each
card(s) issued to an employee will indicate the FRS account number to which payments
will be charged and will designate whether the account is 'State' or 'Local'. Charges will
be made to the account associated with each card. Changing accounts after the
expenditure is posted will not be allowed. Account Managers should be sure that all
employees issued a card understand the departmental budget constraints under which
they are to use the card.
The Purchasing Department is responsible for maintaining complete and accurate
information regarding ProCard users and associated credit limits, for establishing and
updating restricted Merchant Category Codes, and for determining compliance with
University policies and procedures through periodic audits and purchase order updates.
Card Use By Another Employee
The only person authorized to use the ProCard is the cardholder whose name appears on
the card. The cardholder may not allow someone.else to use their card unless the
cardholder and account manager have completed a ProCard Use form and it is on file
with the Program Coordinator in the Purchasing Office.
36
Training and Issuing Cards
All account managers will be required to attend training and sign the Cardholder
Application/Approval Form before any cards will be issued to employees within the
department. All employees will be required to attend training and sign a Cardholder
Agreement before being issued a card.
Making A Purchase with the ProCard
Refer to the Procurement Card Program Guide for detailed information related to
making a purchase with the ProCard. 1.Determine if the transaction is an acceptable iisn
of the card
—aJtems available through State Contract may not be purchased with the 'State'
ProCard without first checking minimum order amounts and spot purchase options.
—b.Printing may not be purchased with the 'State' ProCard.
—c.Computing related purchases with the 'State' ProCard must be from a Qualified
Information Systems Vendor (QISV).
—d.Travel related purchases may not be made on any ProCard.
—e.Services may not be purchased on any ProCard.
—f.Capital and controlled equipment may not be purchased on any ProCard.
—g.Purchasos and invoicing may not be split to avoid purchasing procedures.
—h.Refer to the Procurement Card Program Guide for others examples of Acceptable
and Unacceptable Purchases
—1 .Determine if the transaction is within the cardholder's spending limit. A transaction
includes the purchase price, plus freight and installation.
—2.1dentify the vendor. Consider whether the vendor may be classified in a restricted
Merchant Category Code.
—3.Call or fax your order, visit the vendor, or place your order over the internet if you
feel that the site is secure. Confirm pricing including shipping and installation.
—a.If a supplier requests a purchase order number, use a combination of initials and
your account number; for example: BKJ140400
—b.Thc ProCard identifies Stephen F. Austin State University as being a tax exempt
entity of the State of Texas. The Cardholder should contact the Program Coordinator if a
tax exempt letter is needed for a vendor.
—1.Shipping Instruction should include your building and room number. It is preferred
that these shipments do not come through Central Receiving. Request that your name and
the words "ProCard" appear on all packing lists and box labels. This will help ensure that
your shipment gets to you.
—2.Remcmbcr it is the cardholder's responsibility to secure a receipt. The cardholder
may need to request that the receipt be faxed or included with the shipment.
3.A state agency may not pay for goods before their delivery to the agency. The
purchaser must ensure that goods will be received before the statement due date. Vendors
37
should only charge the account when goods aro shipped. Back orders should not be
charged until the goods are shipped.
Transaction Log, Monthly Statement, Reconciliation and Approval
The Transaction Log is required and provides an audit trail for expenditures made with
the ProCard. Each individual purchase must be recorded in the log. See the Procurement
Card Program Guide for detailed instructions on completing the Transaction Log.
Upon receipt of the monthly statement from the credit card vendor, the cardholder shall
reconcile the statement with their Procurement Card Transaction Log and forward the
reconciled statement and transaction log to the Account Manager or his/her designee by
the 18th day of the month or as stipulated by the department head.
The Account Manager or his/her designee must enter receiving information into the FRS
system for the assigned PO # by the 18th day of the month. The receiving entry should be
an amount equal to the statement. The Account Manager is responsible to verify that all
purchases recorded on the transaction logs are appropriate expenditures. While the
account associated with the card is still responsible for all monthly charges, the Account
Manager should take necessary disciplinary action with employees making inappropriate
expenditures.
The transaction logs, along with the supporting documentation must be kept for three (3)
years plus the current fiscal year to comply with the University's Records Retention
Schedule. These are the official University records. The records for procurement card
purchases will be required for periodic audits by the Purchasing Office or when SFASU
is audited by the General Services Commission, the State Auditor or Internal Audit
Services.
Card Termination
Be sure arrangements are made fefwhen people will be out of the office; i.e. vacation,
sick leave, jury duty, etc.
No exceptions will be made.
1.NON-USE - If it is found that a cardholder has not used the procurement card for
fourthfee consecutive months, this card may be terminated at the discretion of the
Program AdministratorCoordinator. Any cards so terminateddeactivated mav-wiM be re-iss
«edactivated within 98 months upon submission of an Application/Approval Form and
a Cardholder Agreement form. Beyond 98 months, the individual will be required to
attend training again before the card will be re-issuedactivated.
2.TERMINATI0N OF UNIVERSITY EMPLOYMENT - When a cardholder
terminates employment with the University, the department has specific obligation to
reclaim the ProCard and return it to the Program Coordinator prior to the employee
termination date. Failure to do so may result in the department being responsible tefor
38
payment ferof any fraudulent charges and revocation of all department card privileges.
Verification of card return will be part of an employee's exit interview with Personnel.
Do not cut up cards. Fraudulent charges will be reported to the University Police
Department and the terminated employee will be expected to reimburse the University.
3.TRANSFER TO A DIFFERENT UNIVERSITY DEPARTMENT - When a
cardholder changes employment from one University department to another, the
department has specific obligation to reclaim the ProCard and return it to the Program
Coordinator prior to the effective date of change. Failure to do so may result in
revocation of all department card privileges.
4.ACC0UNT MANAGER'S MONTHLY RECEIVING ENTRY - If the account
manager or his/her designee fails to make athe appropriate receiving entry in the FRS
receiving entry svstom for the associated POff hy the 18th of the month, he/she will be
given one warninga reminder: upon the second failure, he/she will be given a warnings
The thirdUpon the next failure to make the monthlymeet the receiving entry
requirement will result in all credit cards for which receiving is not postedapproval was
not received will being deactivated at the Program Coordinator's discretion. The cards
will be reactivated after a 4-month waiting period.
5.INSUFFICIENT BUDGET - Payments will not be delayed due to insufficient
department budgets. In making adjustments to the purchase order amounts during the
year, if an over-ride has to be made (in order to make payment) resulting in an account
having a negative balance which is not approved by the Budget Office, all cards utilizing
the account in question will be deactivated immediately. The cards will be reactivated
after budget problems are resolved. Repeated budget problems may result in all cards for
the account in question being deactivated at the Program Coordinator's discretion for a 4-
month waiting period.
6.FAILURE TO PASS TRANSACTION LOG AUDIT - The Program Coordinator
will audit transaction logs on a periodic basis. Cards will be deactivated immediately for
any cardholder who fails to produce the transaction log. The cardholder will be subject to
a minimum 4-month waiting period and will be required to attend training again at a cost
to the department of $25 before the card will be reactivated. Repeated failures to produce
the transaction log may result in the card being permanently terminated at the Program
Coordinator's discretion. If the or whose transaction log is incomplete according to the
Program Guide, the Program Coordinator will provide one on one instruction to the
cardholder. Repeated errors on the transaction log will result in the card being deactivated
at the Program Coordinator's discretion. The cardholder will be requiredThe cardholder
will be subject to a minimum 1 month waiting period and will be required to attend
training again at a cost to the department of $25 before the card will be reactivated. Upea
the second failure to pass a transaction log audit, the card will be permanently terminated.
7.CARD USE BY ANOTHER EMPLOYEE - Allowing someone else to use your card
without having completed a ProCard Use form will result in your card being deactivated.
The cardholder will be subject to a minimum 1 month waiting period and will be required
to attend training again at a cost to the department of $25 before the card will be
reactivated. Upon the second failure to comply, the card will be permanently terminated.
8. VIOLATION OF PURCHASING PROCEDURES - If the cardholder violates the
any ProCard Purchasing Procedures outlined in this Program Guide, the Program
Coordinator may provide one on one instruction or the card will be deactivated
39
immediately at the Program Coordinator's discretion. If the card will beis deactivated-^
immediately. Tthe cardholder will be subject to a minimum 4-month waiting period and
will be required to attend training again at a cost to the department of $25 before the card
will be reactivated. Repeated violations may result in the card being permanently
terminated at the Program Coordinator's discretion. If the violation appears fraudulent or
abusive, the cardholder may be subject to personal liability and/or disciplinary action,
which may include termination of employment or possible criminal penalties.Upon the
second violation of ProCard policies and procedures, the card will be permanently
terminatedr
9.FAILURE TO PROMPTLY REPORT A LOST OR STOLEN CARD - If a
cardholder fails to make a report of a lost or stolen card immediately upon discovery, the
cardholder may be required to reimburse the University for any fraudulent charges made
on the card until it has been cancelled, including a $50 deductible for fraudulent charges
up to $15,000. The University's FRS account will pay the charges and the employee will
be required to reimburse the University. The cardholder will be subject to a minimum 4-
month waiting period and will be required to attend training again at a cost to the
department of $25 before a new card will be issued. Upon the loss of a second card, not
additional cards will be issued to the cardholder.
10.ACCOUNT MANAGER AUTHORITY - The Account Manager or supervising
Dean, Vice President, or President has the authority to request that the Program
Administrator terminate an employee's card at any time for any reason. Any cards so
deactivated may be re-issued with appropriate approvals within 12 months upon
submission of an Application/Approval Form and a Cardholder Agreement form. Beyond
12 months, the employee will be required to attend training again before a card will be re
issued.
Source of Authority: Texas Government Code, Title 10, Subtitle D, Chapters 2151
through 2176; President; Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Purchasing and Inventory
Forms: Procurement Card Program Guide, Cardholder Application/Approval Form,
Cardholder Procurement Card Agreement. Transaction Log, ProCard Use? Form, Tax
Exempt Letter. Statement of Disputed Items Form (all available from the Purchasing
Department)
40
Professional and Consultant Services C-45
Original Implementation: October 26, 1999
Last Revision: NeneApril 25. 2000
Before entering into a Professional or Consultant Services contract, the department must
determine whether the individual should be hired as an independent contractor through the
procedures outlined herein or as an employee through the PAR process. To make this
determination, refer to the IRS 20-Ouestion test
(www.avervgroup.com/consultants/resources/taxtips/questions.htmV
DEFINITIONS
"Professional Services" means those services within the scope of the practice of:
1) accounting
2) architecture
3) land architecture
4) land surveying
5) medicine
6) optometry
7) professional engineering
8) real estate appraising
9) professional nursing
or those services provided in connection with the professional employment or practice of a
person who is licensed or registered as
1) a certified public accountant
2) an architect
3) a landscape architect
4) a land surveyor
5) a physician, including a surgeon
41
6) an optometrist
7) a professional engineer
8) a state certified or state licensed real estate appraiser
9) a registered nurse
Based on State Comptroller object codes and associated reporting requirements, the following
types of services are also categorized as professional services and will be processed under the
same rules and guidelines defined herein:
1) guest artists
2) guest entertainers
3) guest lecturers
4) guest musicians
5) guest performers
6) guest speakers
"Consulting Services" means the service of studying or advising a state agency under a contract
that does not involve the traditional relationship of employer and employee.
A consultant may be used only if there is a substantial need for the consulting services and only
if the agency cannot adequately perform the services with its own personnel or obtain the
consulting services through a contract with a state governmental entity.
"Major Consulting Services Contract" means a consulting services contract for which it is
reasonably foreseeable that the value of the contract will exceed $ 15,000.
NOTE that the $15,000 threshold is not a one-time cost, but rather a cumulative amount for on
going consulting services.
"Consultant" means a person that provides or proposes to provide a consulting services. The
term includes a political subdivision but does not include the federal government, a state agency,
or a state governmental entity.
SELECTION OF A PROVIDER
A "Professional ^Service" provider is not to be selected on the basis of competitive bid but rather
1) on the basis of demonstrated competence and qualifications to perform the services; and 2) for
a fair and reasonable price, as long as professional fees are consistent with and not higher than the
42
recommended practices and fees published by the various applicable professional associations
and do not exceed the maximum provided by law.
Architectural, engineering, or land surveying services must be procured in the following manner in
accordance with Government Code 2254.
1) Select the most highly qualified provider based on demonstrated competence and
qualifications;
2) Attempt to negotiate a contract with the selected provider at a fair and reasonable price;
3) If a satisfactory contracted cannot be negotiated with the most highly qualified provider,
formally end negotiations with that provider; select the next most highly qualified provider; and
attempt to negotiate a contract at a fair and reasonable price. The selection process for
architectural, engineering, or land surveying services shall continue in this manner until a contract
is accepted by all parties.
A "Consulting ^Service" provider is to be selected based on demonstrated competence,
knowledge, and qualifications and on the reasonableness of the proposed fee for the services. If
other considerations are equal, preference shall be given to a consultant whose principal place of
business is in the state or who will manage the consulting contract wholly from an office in the
state.
If competitive bidding will enhance the selection process for either professional or consulting
services, contact the Purchasing Director to discuss options for making informal price
comparisons or preparing a formal Request For Proposal.
Major Consultant Contracts over $15,000 must be submitted to the Legislative Budget Board and
the governor's Budget and Planning Office, and must be submitted to the secretary of state for
publication in the Texas Register for a minimum of 30 days. The Vice President for Business
Affairs must be contacted to process this paperwork.
Professional or Consulting Services over $25,000 must be posted on the State Business Daily
(Marketplace) up to 21 days prior to the date of service.
Professional or Consulting Services over $50,000 must be approved by the Board of Regents.
(Items Requiring Board of Regents Approval, Policy D20.5)
RESTRICTIONS ON HIRING PREVIOUS OR RETIRED EMPLOYEES
1. HIRING A PAST EMPLOYEE
State Funds - strictly prohibited within 12 months of the employee's separation date (76th
Legislature General Appropriations Act Section 9.6.27)
43
Local Funds - allowed within 12 months of the employee's separation date ONLY with
Presidential approval and ONLY with discretionary funds: the purchase process will follow that
outlined in Trocedures For Securing Professional Or Consultant Services'.
2. HIRING A RETIREE
State Funds - strictly prohibited within 12 months of the employee's separation date (76th
Legislature General Appropriations Act Section 9.6.27)
Local Funds - allowed within 12 months of the employee's separation date ONLY with
Presidential approval and ONLY with discretionary funds: the purchase process will follow that
described below.
Hiring of a Retiree with any funds at anytime is subject to additional restrictions outlined in
Gov't Code 2252.901:
a) if the retiree will perform services substantially similar to that performed during his/her last 12
months of service, then payment is to be handled as follows. Payment, at an annualized rate,
cannot exceed the lesser of: a) the rate of compensation received during the last 12 months of
services, or b) $60.000. Payment shall be through the PAR process.
b) if the retiree will perform services that are NOT substantially similar to that performed during
his/her last 12 months of services, then payment shall be negotiated in the best interest of the
University. The purchase process will follow that outlined in 'Procedures For Securing
Professional Or Consultant Services'.
3. HIRING A PAST EMPLOYEE/RETIREE AS A CONSULTANT
If a past employee or retiree is hired within 2 years of leaving SFA or any other state agency, the
consultant must disclose in his/her offer or contract the following information: a) nature of
employment at the agency: b) the date employment was terminated: c) the annual rate of
compensation at termination.
4. HIRING A COMPANY EMPLOYING A PAST OR RETIRED EMPLOYEE
Any Funds - allowed only if the past or retired employee does not work on a project that was
similar to his/her duties while employed by SFA within the first 12 months of leaving.
5. HIRING AN EXECUTIVE DIRECTOR OF ANY STATE AGENCY
Any Funds - Restrictions apply to contract for professional or consultant services with a) the
executive director of the state agency: b) a person who at any time during the four years before
the date of the contract was the executive director of the state agency: c) a person who employs a
current or former executive director of a state agency.
PROCEDURES FOR COMPLETING A CONTRACTSECURING PROFESSIONAL OR
CONSULTANT SERVICES
CONTRACT - REQUISITION - PURCHASE ORDER - RECEIVING - PAYMENT
44
1) Determine if the need is that of a professional service or a consultant service. Contact the
Purchasing Director if assistance is needed in making this determination.
2) Determine if the selection of a professional or consulting service provider would be enhanced
by informal price comparisons or a formal Request For Proposal process. Contact the Purchasing
Director to discuss options. Instructions_will be given if a requisition needs to be entered at this
time.
3) If the contract is a "Major Consultant Contract", the department must contact the Vice
President for Business Affairs for appropriate actionto complete the required notifications and
30 day posting in the Texas Register.
4) Select the provider and negotiate a contract, either directly or through Purchasing. All
applicable rules associated with the amounts specified in 'Selection of A Provider1 must be
followed.
5) Immediately after the contract amount and date(s) are established, enter a requisition, unless
already entered per instructions in Step 2. If the vendor will perform essentially the same service
on multiple dates, only one requisition is to be entered with separate lines for each date.
6) The department may draw up a contract using samples provided or Purchasing may complete
the contract. The contract may be complex or very simple depending on the nature of the services
to be provided and must clearly define:
a. The responsibilities of each party, in clear detail
b. The period of time the contract is to be in effect
c. The amount of payment
d. The terms of payment
e. The contractor's federal identification or social security number for payment processing
Basic contract information and sample forms/clauses are available for review on the General
Counsel's web page, http://www.sfasu.edu/gencounsel/howtos2.htm
7) The contract must be reviewed by SFA General Counsel and signed by the President or other
administrator with written delegated contracting authority.
8) The completed contract with signatures of all parties must be forwarded to Purchasing for
completion of the Purchase Order.
9) Most payments arc to be made after the service is received. A check can be prepared before
the service, if it is to be provided to the professional or consultant service provider in person.
When it is time to make payment, make the receiving entry on the purchase order number in tho
45
FRS system and be sure that Accounts Payable has the invoice by noon on the Wednesday
before the Thursday on which the check should be readv.The receiving entry must be made in the
FRS system. Pavment will be made through normal Accounts Pavable procedures.
Source of Authority: Texas Government Code Title 10, Subtitle F, Section 2254; Texas
Government Code Title 10. Subtitle F. Section 2252.901: General Appropriations Act: Vice
President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Purchasing and Inventory
Forms: Sample forms/clauses available on General Counsel's web page,
http://www.sfasu.edu/gencounsel/howtos2.htm
46
Animals on University Property D-3
Original Implementation: Unpublished
Last Revision: October 11 1997April 18. 2000
The University Police Department should be notified of any unauthorized animal discovered on,
or in, University property. Upon receipt of a report, an officer will be dispatched to take
appropriate action. Occupants of University housing are not permitted to keep pets except small
birds in cages and small fish in aquariums.
Source of Authority: Vice President for University Affairs
Cross Reference None
Contact for Revision: Chief of University Police
Forms: None
47
Computing Software
Original Implementation: July 15,1997
Last Revision: None
Moot software on computers at Stephen F. Austin State University is protected by Federal
copyright laws. In addition to the copyright laws, there usually is a license agreement between
tho software seller and tho purchaser to protect tho software.
Educational institutions arc not exempt from legislation covering copyrights. Tho University's
policy is to respect the copyright protections given under Federal low, and to adhere to the
conditions of tho license agreement. The following policies and procedures apply.
1. Software provided through tho University for use by faculty, staff, and students may be used
on computing equipment only as specified in tho specific software licenses.
2. Licensed software may not be copied on University equipment except as specifically
permitted by the software license (to create a backup copy, for example).
3. Faculty, staff, and students may not uoo unlicensed or unauthorized copies of software on
University owned computers, or any computer housed in University facilities.
4. The individual who normally uses a specific computer is responsible for ensuring and being
ablo to document via license agreement or proof of purchase that the software used on that
machine is licensed. An appropriate supervisor is responsible when the same machine is used by
several persons.
or 5. For multi user computing systems, tho director of tho organization unit owning the system,
tho manager responsible for its operation, must document licenses and inform users of licensing
conditions and take reasonable actions to ensure compliance.
6. It is a violation of University policy to knowingly uso or attempt to use software which is not
authorized for use under normal operating procedures.
Uso of unauthorized or unlicensed software is a serious matter and is not sanctioned by of
Stephen F. Austin State University. Faculty, staff, and students who arc aware of individuals
who violate software license agreements should report those individuals to their supervisor
and'or tho Director of University Information Systems.
Any individual violating those policies is required to take immediate remedial action; e.g.
remove the unlicensed software from the machine. Persons refusing to do so arc subject to
University disciplinary procedures.
Source of Authority i General Counsel
Cross Reference: None
Contact for Revision! Vice President for Business Affairs
Forms: None
48
Flag Display D-15
Original Implementation: Unpublished
Last Revision: July 15, 1997April 18. 2000
On each University business day, Monday through Friday, a University police officer will raise
the United States, Texas, and University flags at the campus entrance on North Street, prior to
8:00 a.m. Flags will be lowered by a University police officer after 5:00 p.m. each day.
Flags will be raised and lowered for football games on two flagpoles at the south end of the
stadium.
Flags will be raised and lowered for basketball games and other special events at the coliseum on
the four flagpoles. Determination to lower flags to half-mast will be made by the Chief of
University Police in conjunction with the University administration.
Source of Authority: Vice President for University Affairs
Cross Reference: None
Contact for Revision: Chief of University Police
Forms: None
49
Academic Promotion E-3A
Original Implementation: October 19, 1978
Revision: January 20, 1998April 18, 2000
Stephen F. Austin State University seeks to maintain the strongest faculty possible. The
University thus provides for advancement based upon the faculty member's academic
credentials and experience, performance as a teacher and scholar/artist, contributions to the
University community and his/her discipline, and service to the general community through
his/her professional expertise. 1 In order to assure that faculty recommendations and
administrative decisions relative to promotion are equitable, the following principles and
procedures are observed.
1. Criteria
a. The minimum criterion for appointment to the rank of Instructor at the University is a
master's degree in the field in which the individual will be teaching. In order to be
promoted to any of the professorial ranks, an individual is expected to have
completed the highest level course of academic study available in the discipline of
his/her primary responsibility. Ordinarily, that would be a doctoral degree or a
master's degree which is considered to be a terminal degree in the particular field.
b. Beyond adequate credentials, the following levels of performance should be present
for promotion:
1) An individual promoted to the rank of Assistant Professor should have the
demonstrated capabilities to be an effective university teacher, a productive
scholar/artist, and a contributing member of the academic and general
communities.
2) An individual promoted to the rank of Associate Professor should have a proven
record of effective teaching, scholarly or artistic activity, and professional
contributions to the academic and general communities.
3) An individual promoted to the rank of Professor should be a teacher whose
effectiveness is generally recognized, a scholar whose contributions to knowledge
or artistic performance are substantial and are recognized beyond the confines of
50
the local campus to be of high quality, and a citizen whose professional
contributions to the academic and general communities are significant.
c. In order to hold either of the upper two professional ranks, an individual is expected to
have some previous teaching experience and to have held a lower rank. To apply for
the rank of Associate Professor, an individual should have held the rank of Assistant
Professor for at least five years. This means that the application will profile five
complete years in the rank of Assistant Professor. To apply for the rank of Professor,
an individual should have held the rank of Associate Professor for no fewer than three
years. In exceptional circumstances when warranted by extraordinary performance,
faculty members may be reviewed for promotion earlier. The evidence to support
early promotion must be unequivocal.
d. In exceptional circumstances, special training in recognized institutions (such as
conservatories or research institutes) or the attainment of nationally recognized
licenses/certificates may be judged to satisfy the requirement for advanced degrees.
Practical experience and/or demonstrable expertise and performance in activities
related directly to one's faculty appointment may be judged to satisfy the requirement
for advanced degrees and/or years of experience. Similarly, a record of truly
exceptional performance in some areas of the basic responsibilities to teaching,
scholarship/performance, and service may mitigate against slight contributions in
other areas in consideration for promotion, within the performance guidelines
established for each rank. The evidence to support promotion based upon exceptional
considerations must be unequivocal.
2. Promotion Procedures
a. A faculty member may be nominated or apply for promotion. A nomination may be
initiated by an individual faculty member, the department chair, or other appropriate
administrative officer of the University. The applicant/nominee is responsible for
developing and submitting to the department chair a packet of supporting materials,
including at least a current vita and documentation of:
1) teaching effectiveness (i.e., summaries of student evaluations, teaching awards,
peer evaluations, innovative teaching approaches
2) scholarly or creative activities (i.e., publications, research/creative projects,
photographs of artworks, finished pieces of work)
51
3) university-related service (i.e., committee responsibilities, leadership roles
assumed at department, college, and university level)
4) contributions to profession (i.e., memberships in professional organizations,
offices held, other leadership roles)
5) general community service related to the profession (i.e., presentations and
activities that enhance the professional discipline)
b. Each application/nomination for promotion, including all supporting materials, will be
evaluated by all full-time department faculty members holding rank higher than the
candidate and not being considered for promotion, with regard to his/her credentials
and performance as a faculty member.
c. The chair of the applicant/nominee's department will evaluate the packet of materials
submitted by the candidate and the recommendations of the departmental faculty, and
will forward these materials, along with his/her recommendation to the dean of the
college.
d. The dean of the college will constitute two college review panels to evaluate
applications for promotion within that college. Panel A will consist of one professor
to represent each department in the college and may include an additional member
from professors outside the college. It will consider material from applicants for
promotion to professor. Panel B will consist of one professor or associate professor to
represent each department in the college and may include an additional member from
professors or associate professors outside the college. It will consider material for
applicants for promotion to associate professor or assistant professor. The panel
member representing a department should not be the department chair. Each panel
member will review the supporting materials prepared by each applicant and will
submit recommendations to the dean of the college that the applicant be promoted/not
promoted, with comments concerning the judged strength of the application and a
rating or ranking of the applicants. The dean of the college will review the supporting
materials prepared by each applicant, the faculty recommendations, the
recommendations submitted by the department chair and the college review panel,
and will recommend to the Vice President for Academic Affairs that the applicant be
promoted/not promoted, with comments concerning the judged strength of the
application. The dean of the college will submit to the Vice President for Academic
Affairs a summary of the recommendations of all participants in the review process
and the packet of materials prepared by each applicant.
52
e. The Vice President for Academic Affairs will review these materials as a basis for
making recommendations to the President of the University. The Vice President for
Academic Affairs will submit to the President a recommendation to promote/not
promote for each candidate and the recommendations made at each step of the review
process.
f. The President of the University will review these materials and recommendations and
any other evidence deemed pertinent as a basis for his/her recommendation to the
Board of Regents that the candidate be promoted. After the decision of the Board of
Regents, the packet of supporting materials prepared by the candidate will be returned
to the applicant.
g. Promotion in rank is by action of the Board of Regents of Stephen F. Austin State
University.
See also Evaluation, Merit Pay, Promotion and Tenure policy.
Source of Authority: President
Cross Reference: Faculty Handbook
Contact for Revision: President
Forms: None
53
Classified Pay Plan E-8N
Original Implementation: September, 1990
Last Revision: July 27, 1999April 18,2000
GENERAL
All funds disbursed by the University are subject to University regulation and control,
regardless of original source. Therefore, all classified employees are covered by this
policy, regardless of the source of funds.
This document has been developed to assist in administering the Classified Pay Plan
("Plan") for Stephen F. Austin State University. It includes the current fiscal year Salary
Schedule consisting of approved pay grades, the table of approved job titles and codes,
and an alphabetical listing of all job codes and titles.
The Personnel Services OfficcHuman Resources fHR) must be contacted if the need
arises for a new job code or title. Otherwise, only the job codes or titles which appear in
this Plan apply.
Recommendation for employment of a person will be made on a Personnel Action
Request Form ("PAR"). This form shall reflect the job title, job code, pay grade, and the
salary for the position being filled. The appointee may not be employed and shall not be
allowed to work until the PAR has been fully approved through proper channels.
Regardless of source of funds, rates of pay for positions included in the Plan shall be
consistently and equitably administered whether the employee is full-time, part-time, or
temporary.
All classified positions, except temporary positions, shall be posted with the Personnel
Services OfficcHR for a minimum of five work days. All vacancies will be posted on the
Human Resources Website. Temporary positions are not required to be posted for five
work days. Personnel Services HR recruitment sources will receive job posting notices on
a monthly basis.
Approval of promotions, transfers or demotions made in accordance with University
policies and procedures is delegated to the Director of Personnel HR and the appropriate
Vice President.
Recommendations for promotion, transfer or demotion shall be submitted to the Director
ofPersonnelHRon a PAR with appropriate justification as may be necessary. Such
submission shall be made prior to any commitment being made and prior to the effective
date of the proposed change of status to provide for review of the request, determination
as to the availability of funds, and compliance with all University policies.
The Plan shall be approved annually by the Board of Regents on the recommendation of
the President.
54
CLASSIFIED EMPLOYEES
The Plan governs all positions except executive, administrative, professional and faculty
positions and is reviewed and approved periodically by the President. The basic
responsibility for development, continued maintenance, and administration of the Plan is
assigned to the Director of PersonnelHR.
Classified employees are identified by job code. Each job title has been assigned a unique
code to facilitate reporting and preparation of the current operating budget as well as
various state and federal reports.
A pay grade (pay range) has been established for each job code. Each classified employee
must be within the pay grade for his or her job title.
Some employees have attained a pay rate greater than the maximum for their job codes.
This occurred due to employment policies in effect prior to September 1, 1993. Such
employees will retain their "out of grade" status until such time as their employment
ceases or they are promoted to a higher job classification.
ENTRY LEVEL PAY RATES
All vacant positions will normally be filled at the entry level (minimum of the pay range)
for the position. However, provision has been made to allow an employee to be hired at a
rate higher than the minimum, under the following conditions:
a) Two percent may be added to the minimum of the pay range for each year of
relevant experience in excess of the minimum requirements. The experience may be in a
similar position in higher education, in state or federal government, or in private industry.
No more than eight percent may be added to the minimum of the pay range under this
provision.
b) Two percent may be added for each two years of formal education training
above the minimum requirement for the position. Training must be related to the position
being filled. No more than four percent may be added to the minimum of the pay range
under this provision.
The entry level salary may not be greater than the current budgeted salary for the vacant
position. No more than a total of eight percent may by added to the minimum of the pay
range under these two provisions combined.
Each request for an entry level salary that is less than or greater than the minimum of the
pay range must be approved in advance by the appropriate Vice President and Director of
Personnel HR before any offer of employment is made to the applicant.
55
MERIT INCREASES
Employees may be eligible to receive a merit increase based upon the results of their
performance rating for the prior year. Merit increases will normally be granted only at
the beginning of the fiscal year (September 1) unless otherwise approved by the
appropriate Vice President and the President.
Merit increases will be determined by:
a) the availability of funds,
b) the employee's demonstrated work performance being consistently equal to or
above the fully acceptable level (as defined in the Performance Management Plan),
c) the employee's length of service,
d) comparable salaries paid to other employees within the University who have the
same job title, and
e) maximum increase limits as determined by the President on an as needed basis.
Any merit increase must be within the pay range for the position. There are no
exceptions.
In no case will a merit increase be granted that will result in a pay rate above the
maximum established for the pay grade of the employee concerned. (See Section on
Reclassification and Promotion.) However, an employee whose current rate is above the
maximum for the position may receive a "performance incentive bonus" increase if their
performance rating is equal to or above the fully acceptable level as defined in the
Performance Management Plan. The performance incentive bonus increase is defined as a
one time payment processed with the September payroll which does not increase the
employee's base salary but rewards the employee for outstanding and exceptional
performance.
Merit Increases must be submitted by the immediate supervisor through appropriate
administrative channels at the time of budget planning and must be consistent with
performance documentation.
An employee may be eligible for a merit increase when the following criteria have been
met:
a) the employee has been employed for at least six continuous months, and
b) the employee was employed during the performance review period which is
being rewarded with merit, and
56
be) at least six months have elapsed since the employee's last promotion or merit
increase, and
ed) the supervisor has completed a timely review of the employee's performance
and the performance rating is fully acceptable, commendable, or outstanding.
Legislated general "across-the-board" or "cost-of-living" increases will be applied
according to the legislation. Depending on the availability of funds, merit increases may
be granted in addition to the general increase.
If the employee's base salary is below the salary range minimum for his/her job, it will be
adjusted to the minimum of the range on September 1 of each year provided that the
employee is performing at the "fully acceptable" level or above.
This is the sole basis for salary increases except for equity adjustments that must be
approved by the Director of Personnel HR and the appropriate Vice President.
RECLASSIFICATION
Reclassification is defined as a change in the job description for a budgeted position. It
does not relate to the employee who currently fills the position. The purpose of
reclassification is to more accurately describe the functions of the position. It may or may
not involve a change in the existing rate of pay for the position.
Reclassification is the reassignment of a given position to a different title within the Plan.
Reclassification is warranted when:
a) the span of control increases, i.e., increased number of employees to supervise,
b) when new responsibilities have been added, or
c) the function of the position in the department warrants a change to an existing
job description in a higher or lower pay grade.
Rectifications shall be determined by an analysis of the duties, level of
responsibilities, minimum required qualifications, reporting relationships, and availability
of resources for the position. Reclassification may result in a higher or lower pay grade.
Reclassification of a position shall not be made to fit the qualifications of an individual
employee but to reflect the qualifications required for the duties to be performed. The
reclassification process shall not be used to request pay raises for incumbent employees.
Employees who remain in positions which are reclassified to a higher or lower pay grade
will be compensated at their current rate of pay or at the minimum of the range for the
new classification, whichever is greater.
57
The reclassification process is as follows:
a) The director or chair determines that the functions of a classified position within
the department have changed.
b) A Reclassification Request Form ("Request Form") and a Position Questionnaire
("Questionnaire") must be obtained from Personnel ServicesHR. The department chair or
director is responsible for completing both forms.
c) The Request Form and Questionnaire shall be completed in accordance with the
instructions. Statements about the incumbent employee are unacceptable. The forms are
forwarded to the Dean, if applicable, and then to the appropriate Vice President. If the
Vice President concurs with the request, he or she will approve the Request Form and
forward both forms to Personnel ServicesHR. Otherwise, the forms will be returned to
the originating department.
d) The Director of Personnel HR shall analyze and verify job information provided.
Areas of concern will be resolved with the person submitting the request. Information
used to analyze the request will be provided to the Reclassification Review Committee
("Committee").
e) The Committee will consist of the Vice Presidents who report to the President
and the President. The Committee is not a standing committee, and will function only
when reclassification requests are to be evaluated.
f) The Committee will make the final decision regarding the reclassification
requests and report the findings to the Director of Personnel HR who will notify the
originating departments.
g) Approved requests will be forwarded to the Director of Budgets Financial
Services for inclusion in the operating budget.
h) Reclassified positions and salary adjustments if any, will take effect only on
September 1.
i) Once a reclassification request is approved, the originating department may then
proceed with the process of filling the position. However, the new salary and title
approved in the reclassification process will only become effective on September 1.
PROMOTIONS
Promotions are defined as an increase in job responsibilities and a change in job title to a
higher pay grade. An example is a change from Accounting Clerk I to Accounting Clerk
II.
INTERNAL PROMOTIONS
58
a) The possibility for an internal promotion may result from a position
reclassification or a position with a higher pay grade becoming vacant.
b) It is not required that a vacant position be publicly advertised if it is to be filled
by internal promotion. However, it must be posted within the University to allow all
employees an opportunity to apply for the position.
c) An employee who is promoted shall receive a two percent increase or the
minimum of the range for the new position, whichever is greater.
d) The promotion must be approved in advance by the appropriate Vice President
and the Director of PersonnclHR.
e) The request for promotion must be supported by past performance evaluations.
f) It is the department's responsibility to prepare the necessary PAR for a
promotion and to submit the form at an appropriate time. Promotional increases will not
be retroactive. They will be effective on the date the promotion is approved.
VACANT POSITIONS
a) In order to process filling a vacant position, the Personnel ServicosHR Form 10
("PER-10") must be completed, approved, and forwarded to the Personnel Services
OffieeHR.
b) A vacant position must be advertised through Personnel ServicosHR recruitment
sources before an applicant is selected. The decision to advertise a vacant position in the
media is a joint decision between the Director of Personnel HR and the department
manager. The requesting department pays any advertising costs.
c) If the selection of a current employee to fill the vacant position results in a
higher pay grade for the employee, the minimum salary paid to the employee must be
equal to the employee's current salary plus two percent, or the minimum of the pay grade
for the new position, whichever is greater. However, if the employee's experience and
formal education exceeds the minimum requirements for the position, the salary may be
increased according to the same criteria used for hiring an outside applicant. (See Section
for "Entry Level Pay Rates").
d) The promotion of a current employee to fill a vacant position must be approved
in advance by the appropriate Vice President and the Director of PersonnolHR.
e) The request for promotion must be supported by past performance.
TRANSFERS
59
When an employee is transferred to another position having the same or different title,
but the same pay grade, the employee shall be given the same salary as before the
transfer.
An employee being transferred to a position that represents a change to a lower pay grade
constitutes a demotion. (See Section on Demotions.)
Employees accepting transfer from one job to another requiring substantially different
qualifications or promotion to a position of added qualifications shall not be subject to the
180 day probationary period.
DEMOTIONS
Demotion is the assignment of an employee to a position with a lower pay grade, fewer
responsibilities, and simpler duties.
The employee's salary will be adjusted to an appropriate level within the new salary
range as agreed upon by the director or chair of the department and the Director of
PersonnelHR. The new rate shall be determined by consideration of the circumstances
related to the demotion and the employee's longevity and job performance.
A request for demotion of the employee may be submitted to the Director of
PersonnelHR. The Director of Personnel HR and other appropriate University personnel
will determine whether the supervisor has ample documentation to support the demotion
request.
An employee may make a written request to the Director of HR for a demotion to a lower
classification.
All demotions are subject to approval through the appropriate administrative channels
prior to the action occurring.
ESTABLISHMENT OF NEW POSITIONS
New positions are those created for the first time and to which no incumbent is assigned.
Establishment of new positions, regardless of source of funds, requires the prior approval
of the President and Board of Regents.
The requesting director or chair shall prepare a New Position Request Form with details
of the position requested and forward this form through the normal channels for approval.
The Director of Personnel HR shall evaluate the new position using existing job analysis
and evaluation procedures.
The Director of Personnel HR shall recommend a starting salary to the Vice President for
Business Affairs for certification of funds. ,
60
ADDITIONS OR DELETIONS TO THE PLAN
The Director of Personnel HR shall constantly review the Plan for relevance and fairness
and make recommendations for adjustments of the Plan to the Vice President for
Business Affairs.
After review, the Vice President for Business Affairs will make recommendations for
Plan modifications to the President.
PROBATIONARY PERIOD
All new classified employees will be hired for a 180 day probationary period at the rate
specified in the Pay Plan for the position. There is no automatic increase in pay after
completion of the probationary period.
During and at the completion of the 180 day period, the employee's supervisor will
review his or her performance and make a recommendation whether the employee is to
be retained or dismissed.
PERFORMANCE REVIEW
Review of the employee's job performance is best provided through continuous open
communication between the employee and the immediate supervisor.
Supervisors are required to perform annual evaluations for all classified employees.
The Director of Personnel HR will provide consultation to supervisors on performance
evaluation methods.
RE-EMPLOYMENT OF FORMER EMPLOYEES
Appointments of former employees shall be governed by the rules on entry level rates.
Source of Authority: Vice President for Business Affairs
Cross Reference: None
Contact for Revision: Director of Personnel ScrviccsHuman Resources
Forms: Personnel Action Request, see Index E-39; Classified Position Personnel
Requisition; New Classified Position/Reclassification Request; Performance
Management Plan and Review (all available in University Printing Services)
61
Employee Conduct E-15
Original Implementation: September 1, 1987
Last Revision: Qctober26;-1999 April 18, 2000
Various standards of conduct have been established by the legislature that apply to employees of
Stephen F. Austin State University. These include:
1. No state officer or state employee should accept or solicit any gift, favor, or service that might
reasonably tend to influence in the discharge of official duties or when it is known or should be
known the offering is made with the intent to influence official conduct.
2. No state officer or state employee should accept employment or engage in any business or
professional activity which might reasonably be expected to require or induce a disclosure of
confidential information acquired by reason of the official position.
3. No state officer or state employee should accept other employment or compensation that could
reasonably be expected to impair independent judgment in the performance of official duties.
4. No state officer or state employee should make personal investments that could reasonably be
expected to create a substantial conflict between the officer's or employee's private interest and
the public interest.
5. No state officer or state employee should intentionally or knowingly solicit, accept, or agree to
accept any benefit for having exercised official powers or performed official duties in favor of
another.
Additionally, the University, its officers and employees must comply with the following
restriction
a. A state agency may not use any money under its control, including appropriated money, to
finance or otherwise
or judicial branch of state government or of the government of the United States. This
prohibition extends to the direct or indirect employment of a person to perform an action
described[..by..this .subsection.
b...A s^aie officer or empj
RHrpQse.descrijbei
c....A.stat.e officer.or.empjo^
program administered by the state agency of which the person is an officer or employee to
interfere with or affect the result of an election or nomination of a candidate or to achieve any
62
d. A state employee may not coerce, attempt to coerce, command, restrict, attempt to restrict, or
prevenLthe p.a^^^
organization for a political purpose.
.e,.Forpurposes.of.subsecdon..(c)
results of an election or nomination if the individual's conduct is permitted by a law relating to
thej.ndiy^
Source of Authority: Section 572.051, Texas Government Code; Section 556004, Texas
Government Code;.President; Vice President for Business Affairs
Cross Reference: None
Contact for Revision: General Counsel
Forms: None
63
Insurance and Other Benefits E-28
Original Implementation: Unpublished
Last Revision: January 19, 1999April 18. 2000
Employee insurance and benefits include the following:
Benefits eligible employees are offered a basic insurance plan, which is fully paid for
by the State. The basic plan includes hospitalization insurance, $5,000 term life insurance
and $5,000 accidental death and dismemberment insurance. Each employee must elect to
take or waive this plan at the time of initial employment. If a Multipurpose Form is not
completed, the employee must be automatically enrolled in the basic plan, with the
exception of Graduate Assistants. Graduate Assistants are not eligible for automatic
enrollment. The Multipurpose Form must be completed within thirty (30) days of the first
active duty date.
An employee must participate in the basic plan to apply for optional coverages.
Group Hospitalization Insurance
l.A major medical health/hospitalization plan is provided, based on residency zip code,
and/or a choice of HMO, (when available).
a) —Employees may select from hospitalization categories shown below:
b) —Coverage Category
c) —Employee
d) —Employee & Child/Children
e) —Employee & Spouse
f) —Employee, Spouse & Child/Children
g) —Details on coverage and rates are available from the Benefits Office in
Personnel SorvicosHuman Resources (HR).
2.Application for Coverage. Coverage for dependents will be effective the day of
employment if the Multipurpose Form is completed on or before the first active duty date
(excluding Graduate Assistants). If the form is signed after the first active duty date,
dependent health and/or optional coverages will be effective the first day of the month
following the signature date. The form must be completed within thirty (30) days of
employment. Coverage for a newly acquired dependent will be effective the first of the
month following the date of acquisition, with the exception of newborn natural children
who are automatically covered for the first thirty-one days, beginning on the date of birth.
The application must be made within thirty (30) days thereof. If application for coverage
64
of employee or dependent is not made within thirty (30) days, evidence of insurability is
required.
3.Continuation of coverage upon termination of employment is allowed by federal law
with specific limitations. All separating employees will be informed of their right to
continue coverage during their exit interview in the Personnel Services OfficeHR.
C.O.B.R.A. forms will be mailed to the home address of the terminating employee and/or
covered dependents for completion. Covered dependents are also eligible for continued
coverage following certain qualifying events such as divorce, death of the employee,
attainment of maximum age of coverage for children, etc. Employee or the covered
dependent must notify the Benefits Office within thirty (30) days of the qualifying event
date. Questions concerning procedure and benefits should be directed to the Benefits
Office in Personnel ServicesHR.
Group Term Life Insurance
1. Optional Term Life Insurance. Coverage of up to twice the annual salary may be
selected within thirty (30) days of employment. Evidence of Insurability must be
provided for Election III or Election IV.
2.Coverage is reduced at age 70 for active employees based on the carrier's standard
reduction schedule.
3.Monthly Premium Cost. The monthly premium cost is based on age as of September
1 of the current fiscal year, or age at time of employment.
4.Dependent Life Insurance. Coverage is available to all employees insured under the
Uniform Group Insurance Program. Coverage includes the spouse of the employee and
each unmarried child from the age of 14 days to 25 years in the amount of $5,000 life and
$5,000 AD&D. Application for coverage must be made within thirty (30) days from the
date of employment, or dependent's eligibility date;7 otherwise evidence of insurability is
required.
Long-Term Disability
1.Long-Term Disability insurance is available to benefits eligible employees.
2.This benefit will pay 60% of the employee's monthly salary (maximum salary
$10,000) after a 90-day waiting period in the event the employee is disabled because of
injury or illness. The monthly benefit will be integrated with Workers Compensation,
65
Social Security Disability, Teacher Retirement Disability, and/or any disability benefit.
Maximum benefit, if integration is used, is 70% of insured monthly salary. Minimum
benefit, if integration is used, is 10% of monthly salary for one year. The following age
and time limits apply:
Age when Disability Starts Maximum Duration of Benefits
Under age 60 To age 65*
Age-60, but loss than age-6£-64 To age 6560 months
65-69 To age 70. or 12 months, whichever is
greater*
70 and over 12 months
♦Benefits end the first day of the Plan Month following attainment of the limiting age.
3. Monthly Premium Cost. The premium is based on current rate per $100 of monthly
salary.
Application for this coverage must be made within 30 days of employment, otherwise
evidence of insurability is required and forms must be completed during Summer
Enrollment..
Short-Term Disability
1.Short-Term Disability is available to benefits eligible employees.
2.This benefit will pay 60% of the employee's monthly salary (maximum salary
$3,000) after a thirty (30) day waiting period for up to five months.
3.Monthly Premium Cost. The premium is based on current rate per $100 of monthly
salary.
Application for this coverage must be made within 30 days of employment, otherwise
evidence of insurability is required and forms must be completed during Summer
Enrollment.
Accidental Death and Dismemberment Benefits
Benefits eligible employees have the option of participating in the University's AD&D
program. This coverage is available in $10,000 increments up to $200,000, but is limited
to ton times tho employees annual salary if under the age of 7O.The minimum coverage is
$10,000 and the maximum coverage is $200.000 in increments of $5.000 if under the age
of 70. After age 70, the_mmimums and maximum are reduced. Double coverage of
dependent children will be allowed, if both parents are UGIP employees.
Monthly Premium Cost. The premium is based on current rate per $1,000 of coverage.
Application for this coverage can bo made any timo, with tho exception of employees
participating in premium conversion (Section 125 Cafotoria Plan). Soo information on
Flexible Bonofit Planmust be made within thirty (30) days of employment or could be
added during the summer enrollment period.
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Dental Insurance
Benefits eligible employees may elect to participate in either of the two group dental
insurance programs. If application for coverage is not made within thirty (30) days of
employment, dental plan benefits cannot be acquired until the beginning of the next plan
year. Enrollment forms must be completed during Summer Enrollment.
Cancer Care
Benefits eligible employees may elect to participate in cancer care coverage.
Employees should contact the insurance company representative to make an application.
Retiree Insurance Coverage
University employees retiring with ten or more years of creditable service, who have
been covered for at least three years under the Uniform Group Insurance Program, and
who meet the qualifying standard for retirement benefits as stated in the provision of the
Teacher Retirement Act, or those who become permanently and totally disabled, are
entitled to participate in retiree insurance coverage if they meet the criteria. The State will
contribute the amount contributed for regular employees toward retiree and dependent
coverageThe State contribution for health insurance is the same for retirees and their
dependents as for active employees. A thirty (30) day enrollment period is provided for
persons retiring or qualifying for retiree insurance coverage.
Complete information will be made available to all qualified retirees by the Personnel
Services OfficeHR prior to the time of retirement.
Social Security
All employees of the University are covered by the Federal Insurance Contribution
Act (FICA). Currently, the employee contributions are broken down as follows:
1.6.20% of base salary of $4^40076,200 for Old Age and Survivor's and Disability
Insurance (OASDI);
2.1.45% of base salary for Medicare (HI).
This information is based on the 4^8-Year 2000 rates and limits.
Flexible Benefit Plan
Benefits eligible employees may participate in the Flexible Benefit Plan established in
accordance with Section 125 of the Internal Revenue Code. The plan permits employees
to pay for certain eligible expenses with pre-tax money.
Redirection of Insurance Premiums - Effective September 1, 1999. all employees
will be enrolled in Premium Conversion and all insurance premiums, with the exception
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of Short-Term Disability, Long-Term Disability and Dependent Life, will be paid with
pre-tax money.
Through this plan, participants may enroll for one or more of the following:
1 .Redirection of Insurance Premiums—Allowable insurance premiums, with the
exception of Dependent Life, may be paid with pre-tax money.
2LMedical Reimbursement Account - The participant may specify an amount of
pre-tax money to be deposited in a medical reimbursement account. The participant can
then apply for reimbursement when certain allowable out-of-pocket health care expenses
are incurred. New employees must be employed six months to be eligible to participate.
Graduate Assistants are excluded.
^.Dependent Care Reimbursement Account - The participant may specify an
amount of pre-tax money to be deposited in a dependent care reimbursement account.
The participant can then apply for reimbursement when dependent care expenses are
incurred.
Substantial tax savings may be realized through the Flexible Benefit Plan. However,
several restrictions are important.
1 .Amounts designated to be tax sheltered cannot be changed during a plan year
unless there is a change in family status. Forms must be completed within thirty (30)
days of the event date, otherwise no changes may be made until the next summer
enrollment period.
2.Reimbursement accounts are on a use-it-or-lose-it basis. During a plan year,
expenses should be incurred for all tax sheltered money because any amount not
reimbursed to the participant reverts to the insurer.
Eligible employees may enroll at the time of employment or on any succeeding plan
anniversary date during the Summer Enrollment period prior to the next Plan year. To
continue to participate, employees must re-enroll each year during the Summer
Enrollment period..
Expenses for participation include a $3 per month charge per account to all employees
paid on a 12 month basis, or a $4 per month charge per account for all employees paid on
a 9 month basis. Graduate Assistants are excluded. (These charges were waived for fiscal
year 2000. and will be reviewed by ERS each year hereafter.)
State Deferred Compensation Plan
This plan is available to all employees. This plan allows employees to allocate a
specified amount of their earnings to a tax-sheltered plan purchased by the State.
Employees interested in learning more about the State Deferred Compensation Plan
should contact the Benefits Office in Personnel ServicesHR.
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Tax Sheltered Annuities
All faculty and staff members who are appointed for a specified contract period of
employment employed, at half-time or morein a non-student status, are eligible to
purchase tax sheltered annuities,, (excluding Graduate Assistants).
Individuals electing to participate in the Tax Sheltered Annuity Plan should contact an
authorized company requesting the completion of a Maximum Exclusion Allowance
Calculation Form. The employee must complete a written agreement authorizing the
deduction from their monthly salary.
The authorization initiating a tax sheltered annuity shaH-should.be executed on or
before the first day of the month to be effective the next pay period. This agreement will
remain in effect until the employee initiates a change of authorization.
Changes to the salary reduction authorization are permitted. Employees may change
carriers at any time. An employee may terminate an authorized reduction in salary by
contacting the Benefits Manager in Personnel ServiccsHR.
Once an annuity contract has been purchased for an employee, any questions
concerning the contract's relation to the income tax laws are strictly between the faculty
or staff member and the Internal Revenue Service.
Information on Tax Sheltered Annuities may be obtained from the Benefits Office in
Personnel SorviccsHR.
U.S. Savings Bonds
Employees may purchase savings bonds starting in increments of $100/month (cost of
$50 for a $100 bond.)
Source of Authority: Texas Constitution, art. 16, sec. 67; V.T.C.S., Title 110B, sees.
31.001 to 36.204; V.T.C.S., art. 695h; Texas Insurance Code, sees. 3.50-3, 3.51-4A, 3.51-
5; Internal Revenue Code, sees. 102 and 106; 29 U. S. C, sec. 1001 et seq.; Texas Higher
Education Coordinating Board; Board of Regents; President; Vice President for Business
Affairs
Cross Reference: Non-Academic Employee Handbook
Contact for Revision: Director of Personnel ServiccsHuman Resources
Forms: None
69
Outside Employment E-35
Original Implementation: April 21, 1981
Last Revision: January 18, 2000ApriU8A,20Q0
Outside employment, for purposes of University policy, is engagement in any activity other than
for Stephen F. Austin State University for a fee, salary, or profit. If one establishes or joins a
firm, private business, or engages in the private practice of some professional skill, it is
considered outside employment if it requires, on the average, more than ten hours per month,
including weekends. Such employment must be approved annually in writing and in advance by
the appropriate academic dean, director or vice president. This policy applies to all salaried full-time
employees of Stephen F. Austin State University whose employment obligations are not
limited to a standard eight-hour day, and to officers of the University Police Department.
University employees who propose to engage in outside employment must adhere to the
following guidelines and any applicable laws.
1. Proper performance of the employees1 University assignment is paramount and outside work
will assume a position secondary to University duties.
2. The employee will preserve the best interests of the University by avoiding any conflict of
interest.
32. The employee may not use any materials or facilities of Stephen F. Austin State University in
the course of outside employment.
43. The employee will make a reasonable effort to assure that his/her outside employment is not
identified with Stephen F. Austin State University.
An individual desiring permission to engage in outside employment must complete the "Request
for Approval for Outside Employment" form and route it through administrative channels to the
appropriate academic dean, director or vice president for approval, prior to beginning outside
employment. Each academic dean or director will provide a summary report of individuals
approved for outside employment to the vice president by mid-term of the fall semester. Each
vice president will provide the President with a summary report from each respective division.
Source Of Authority: Board of Regents, President
Cross Reference: Faculty Handbook, Non-Academic Employee Handbook
Contact For Revision: President
Forms: Request for Approval of Outside Employment (available in University Printing Services)
70
Personnel Action Request E-39
Original Implementation: Unpublished
Last Revision: July 14. 1998April 18.2000
The Personnel Action Request ("PAR") form is used to obtain administrative approval
and to notify Payroll/Personnel ServiccsHuman Resources (HR) of changes in
employment status for all employees, including graduate students, but not undergraduate
students. Detailed instructions for the completion of the PAR is available from Personnel
ServicesHR. The PAR is a six-part carbonless form and is generally self-explanatory.
Aall items on the form are to be completed as explained below. JVIost of the required
information is easily accessible.
SECTION I. COMPLETE FOR ALL PERSONNEL ACTIONS
Information in this section must always be completed.
SECTION II. COMPLETE FOR NEW APPOINTMENTS ONLY
1. Determine whether the position is exempt or non-exempt, according to the Fair
Labor Standards overtime provisions, by reviewing the Position Classifications
Code List. An asterisk notes all Non-Classified positions. All classified positions
are non-exempt. If there is a question regarding exemption status, contact the
Personnel Services OfficoHR.
2. Answer whether the position is a new position or a replacement. If it is a
replacement, state for whom. In addition, the new employee could also be a
rehire and/or a transfer from another Texas State Agency. Identify any that apply
and provide the requested information.
3. TRS/State Service - If the employee has any "Yes" responses in this section,
please identify the appropriate agency or institution.
4. Complete employee basic background information: Ethnic Origin, Gender,
Marital Status, Veteran Status, and for Faculty Positions, Tenure Status.
5. Account/Position Information - The department initiating the PAR must
complete the Full-Time Equivalency Percentage ("% FTE"), Amount of Pay,
Starting and Ending Dates, and the Position number. This information may be
obtained from your departmental copy of SFA's Annual Budget. Enter annual
salaries for Non-Classified positions, and either monthly or hourly salaries for
Classified positions. Refer to the Position Classification Code List and the
Salary Grade Table to determine the Salary Schedule Code for Classified
positions.
The Official University Title and all necessary codes, except for the Object code,
needed for completion of this section may be obtained from the Human
71
Resources Training Code Sheets. The Budget Financial Services Office will
complete the Object code.
Normally all positions' salaries are started at the minimum of the assigned grade
unless in accordance with applicable sections of the Classified Pay Plan, a higher
salary level in the assigned grade is justified. Jf the employee is to be started at a
higher level than the minimum of the assigned grade, the Director of Personnel
ServicesHR must first approve the higher salary level and the department must
make appropriate justifications in the "REMARKS" section of the PAR.
6. Hazardous Duty - Identify if this position is classified as Hazardous Duty.
SECTION III. COMPLETE FOR ALL INTERNAL CHANGES / TRANSFERS /
REAPPOINTMENTS /RETURN FROM LEAVE
Check all reasons that apply: internal change/transfer/reappointment/return from leave.
Do not complete Section II.
1. Reflects all the data relevant to the employee's current department and status.
(Use the information and dates from SFA's Annual Budget.)
2. Reflects all the data relevant to the employee's new department or proposed
status. (Start date will be employee's first date in new position. End date should
show 8/31 of fiscal year if a 12-month appointment or the end date for which the
position is budgeted.)
SECTION IV. COMPLETE FOR ALL LEAVES / SEPARATIONS
Do not complete Sections II and III.
Separations:
1. Identify type of separation and enter code. (Separation codes are found in the
Human Resource Training Code Sheets.)
2. Complete date and time to remove from payroll. List the last day actually
worked (last p